Bill Codes Menu — Introduction

Menu Options (1–8)

1. Bill Codes Entry/Update — Create and maintain individual billing items: description, default amount, GL accounts, rate type, AP payout option, reporting groups, search code, and external accounting mappings. See Bill Codes Entry / Update.

2. Bill Codes Report — Print or export the catalog of bill codes with filters by status, group, department, or application. Useful for audits, onboarding, and periodic reviews. See Bill Codes Report.

3. Misc. Report Group Codes — Miscellaneous Report Group Codes are flexible “buckets” (e.g., OT, DOC, FRT) that supplement the primary reporting groups. By assigning a Misc. Report Group to a bill code, you enable more detailed Sales Analysis Reports and can aggregate related charges for clearer reporting. These groups are fully customizable to fit your organization’s needs.

   Sample Codes:
   • DC Customs Duty
   • AF Air Freight
   • OF Ocean Freight
   • IF Inland Freight
   • MC Misc. Fees
   • BC Bond Charges
   • OT Other Charges

4. Reporting Groups — Manage the primary categories used in Sales and Management reports (e.g., Administration, Brokerage, Transportation). Define and assign group codes, set their sequence, and specify display titles to ensure consistent reporting and analysis.

   Sample Codes:
   • A Gross Revenue
   • B Bond/Insurance
   • C Cartage/Messenger
   • D Duty
   • E Payable Fees
   • F Freight

5. Application Type Codes — Define which applications or modules (e.g., Customs Brokerage, AR Manual Billing, WMS) are permitted to use a given bill code. These mappings control both visibility and data integrity across the system. Application Type Codes are typically preset and should be reviewed before deployment.

   Preset Codes:
   • CB Customs Brokerage Charges
   • IB Import Breakbulk Charges
   • AR AR Manual Billing
   • EM Air Export Mawb Charges
   • ED Air Export Dawb Charges
   • EH Air Export Hawb Charges
   • OE Ocean Export Charges
   • CM Credit Memo Charge Codes
   • IW Inventory Warehouse
   • FB Freight Brokerage

6. Rebuild Bill Code X-Ref — Utility to regenerate cross-reference tables after bulk edits or imports. Run during off-hours; no functional change to codes, only index integrity.

7. Validate Bill Codes — This routine will validate the bill codes, using each bill code and validating the Revenue and Payable Account Numbers with the Department Code and Division against the General Ledger Account Number. Click to view Sample Report.

8. Copy/Delete Codes — Clone an approved set of codes from one department to another, preserving groups/mappings while allowing department-specific overrides. See Copy Codes to Another Dept.

Quick Start

1. Open Reporting Groups (Option 4) and create your top-level groups.
2. Define Misc. Report Group Codes (Option 3) for secondary categorization.
3. Use Bill Codes Entry/Update (Option 1) to add codes with GL, rates, and search codes.
4. Assign Application Type Codes (Option 5) and limit by Valid Depts where needed.
5. Run Validate Bill Codes (Option 7) and resolve findings.
6. Publish a catalog via Bill Codes Report (Option 2) for team distribution.

Security & Permissions

• Only users with Accounting/Configuration roles should have update rights to Options 1, 3–5, 6, and 8.
• Provide read-only access to Option 2 (Reports) for supervisors and auditors.
• Run Option 6 (Rebuild X-Ref) during maintenance windows; notify active users.

Best Practices

• Standardize Search Codes (e.g., tariff references like 7501) for faster lookups.
• Use Status = I to retire codes without losing history; avoid deletion.
• Coordinate GL and external accounting mappings with Finance before go-live.
• After bulk changes or imports, run Validate (7) and then Rebuild X-Ref (6).
• Keep a signed PDF from Bill Codes Report as a quarterly control artifact.

Related Guides

• AR Introduction
• Batch Billing Setup
• Standard Key Words & Helpful Tips