Invoice & Posting - Add Invoice

Overview

The Add Invoices screen is used to generate invoices for one or many projects (or Invoice Groups).  Once an invoice has been created, it can be further modified or removed via the List Invoices screens.

Note that a project can only have one draft invoice in existence at any one time.  To invoice items posted after a draft invoice has been created, you can either delete the draft invoice then recreate a new draft invoice (which would pick up all eligible items) or complete the existing draft invoice and then create a new invoice (to pickup just the newly posted items).

Roles

This screen is available to users having any of the following roles: Administrator, P&R Administrator, Billing Manager (and alternate).  If the user is a Billing Manager, they must have Billing Manager access for the primary project for which the invoice is being created.

License

This screen is available with the Project Tracking and Project Portfolio family of Unanet licenses.

Topics covered on this help page include:

• Search    (to refine the list of projects to be included during invoice generation)

• List          (to view additional details or initiate invoice generation for one or many projects)

• Invoice Creation Process   (learn more about what happens when an invoice is created)
• Billing and Revenue Detail Popup Reports       (to view details that make up certain numbers on this list)
• Add Invoice Feedback         (to view example screen output produced when generating invoices)

You may also be interested in:

• List & Edit Invoices   (to view additional information about viewing and editing existing invoices)

• Billing > Instructional Guide    (search for this topic in the Knowledge Center)

• Post                             (to view additional information about posting data)

• Invoice Formats        (to view additional information about invoice formats)

• Correcting Invoice Amounts       (learn more about options available to revise an invoice amount)

• • Invoice Voiding / Reversal           (learn more about what happens when an invoice is voided)

• Project >> Billing Setup        (for more information about configuring projects for inclusion in Invoicing)

• • Invoice Groups          (for more information about including multiple project in an invoice)

• Invoice Rounding   (search for this topic in the Knowledge Center)

Search

Using the Add Invoices Search screen, you can refine the list of projects that are to be included in the invoice generation process.   In addition to providing selection criteria to narrow down the list of projects to be included, you will also need to specify the Through Date and Invoice Date.  For reporting purposes, you will also have the choice of including those projects that already have a draft bill or have no eligible items to bill at all.  Keep in mind you can only have one draft bill in existence at any one time per project.

Note that what is included on an invoice is not governed by any post date, but rather what has been posted in comparison to the Through Date supplied on the selection criteria screen.

Field Descriptions (click on a link below for additional information):

List

The resulting list will resemble the following example.  The user will place a check mark next to each project to be invoiced and click on the Generate Invoice button to initiate the process.  Checking the checkbox at the top of the column will toggle all checkbox values (checked / unchecked).  

When a project (or any project associated with an Invoice Group) currently has a draft invoice created (and you've checked the "Include projects with Draft invoices" option on the Search tab), this list would include the project, but the checkbox would be grayed out (since you can only create one draft invoice for a project at any one time).  

The Generate Invoices button will only appear if the list contains at least one project having data eligible to be included on an invoice.

Note:  If the Suppress Unbilled data preview before Invoice Creation  (unanet.invoice.add.suppress_preview) property has been enabled, and the Suppress Unbilled data preview option selected, this screen will include no detailed rows.  If any projects matching the criteria are eligible for invoice generation, the Generate Invoices button will be available.
   
When this property has been enabled, the user will have a choice as to whether or not they choose to view the details for the projects to be included in the resulting List (and subsequent Invoice generation).  When the option is checked, the resulting List page will contain no details.  Selecting the Generate Invoices button from the List screen will process the list of projects that match the search criteria.  This option may be useful if your process involves creating invoices for many thousands of projects all at once and you have no intention of reviewing the details presented on the List screen before proceeding.  This will allow for a quicker invoice creation process in such cases.

Group Invoices (those Invoices that are comprised of multiple projects), will always be represented by the Lead Project of the Invoice Group in this listing (even if you searched for one of the Contributor Projects). These items will be distinguished in the listing with a diamond () symbol and will also have the view () icon available (see Popup Reports below for more information).   The values appearing in this listing for those projects identified as Group Invoices, are aggregated from the Project Lead's and all of its Contributor Projects' values (for the time frame that the projects participated in the current Invoice Group.  The values displayed on the click-through reports, however, will show ALL activity for the included projects (not just the activity that occurred while the project participated in the current Invoice Group).

Field Descriptions (click on a link below for additional information):

Invoice Creation Process

Primary Invoice Project

• For the sake of brevity, all references to the invoice's primary project refer to either the only project associated with the invoice if the invoice is for a standalone project, or the lead project if the invoice is for an invoicing group (lead and contributor projects).

Invoice Creation Prerequisites

• Primary project must have a billing type that participates in billing (COST PLUS, FIXED PRICE, TIME and MATERIALS)
• Primary project must have an owning organization
• Primary project must have invoicing rules established via Project -> Billing -> Invoice Setup
• Primary project invoicing rules must specify generate invoice
• If primary project invoicing rules specify a bill to contact, the bill to contact must be a contact belonging to either the primary project's customer organization or an ancestor organization in the organization hierarchy for the primary project's customer organization .
• If primary project invoicing rules specify a bill to address, the bill to address must be an address belonging to either the primary project's customer organization or an ancestor organization in the organization hierarchy for the primary project's customer organization .
• If primary project invoicing rules specify a ship to contact, the ship to contact must be a contact belonging to either the primary project's customer organization or an ancestor organization in the organization hierarchy for the primary project's customer organization .
• If primary project invoicing rules specify a ship to address, the ship to address must be an address belonging to either the primary project's customer organization or an ancestor organization in the organization hierarchy for the primary project's customer organization .
• If primary project invoicing rules specify a remit to contact, the remit to contact must be a contact belonging to either the primary project's owning organization or an ancestor organization in the organization hierarchy for the primary project's owning organization .
• If primary project invoicing rules specify a remit to address, the remit to address must be an address belonging to either the primary project's owning organization or an ancestor organization in the organization hierarchy for the primary project's owning organization .
• None of the project's for the invoice to be created (primary project and any defined contributor projects in an Invoice Group) can currently be associated with an invoice in DRAFT status.

Invoice Creation Processing

• Create a new DRAFT invoice:
  • Using values specified at creation for:
    • Invoice Date
    • Billing Thorough Date
    • Invoice Post Date
  • Using values from primary project for:
    • Invoice's Primary Project
    • Invoice's Customer Organization - as primary project's current customer organization
    • Invoice's Funded Value - as primary project's current funded value
  • Using values from primary project's current invoicing rules for:
    • Invoice Number - generated as next invoice number from specified invoice number format
    • Payment Terms
    • Due Date - as calculated using Invoice Date and current rules for payment terms
    • Discount Date - as calculated using Invoice Date and current rules for payment terms
    • Contract Number - if specified
    • Order Number - if specified
    • Company Logo - if specified
    • Bill To Contact - if specified
    • Bill To Address - if specified
    • Ship To Contact - if specified
    • Ship To Address - if specified
    • Remit To Contact - if specified
    • Remit To Address - if specified
    • Memo - if specified
    • Description - if specified
    • Show Company Logo
    • Show Contract Number
    • Show Project Funded Value
    • Show Order Number
    • Show Project Code
    • Show Project Org Code
    • Show Project Title
    • Primary Invoice Format
    • Additional Invoice Formats - if specified
• Associate each of the following that are not currently associated with a non-voided or non-voiding invoice, and that were posted via a BILLING post having a post date that is less than or equal to the billing thorough date specified for this invoice creation with the newly created invoice:
  • Prebilled Labor
  • T&M Time
  • T&M Expense
  • T&M Document Expense
  • Fixed-Price
  • Cost-Plus Labor
  • Cost-Plus Expense
  • Cost-Plus Document Expense
  • Fee Cap Adjustment
  • Funding Cap Adjustment
• Invoice Amount for the newly created invoice is the sum of all items that were associated with the invoice
• Discount Amount for the newly created invoice is calculated using Invoice Amount and current rules for this invoice's payment terms

If generating an invoice for an Invoice Group, the details above apply to all projects participating in that group.

Billing and Revenue Summary & Detail Popup Reports

Billing and Revenue Summary Report Popup

Clicking on the view  () icon (only available on a Group Invoice rows), will display a popup version of the Billing and Revenue Summary report, to contain details for all of the projects included in the Invoice Group.  

Billing and Revenue Detail Report Popups

Clicking on any of the click through values in the Unbilled, Invoiced and Totals columns, will display a popup version of the Billing and Revenue Details report showing the journal entry transaction details that make up the amounts displayed on this List screen.  

Note that the details on the popup reports reflect all billing activity for an included project regardless of whether it previously belonged to another Invoice Group or was previously a Standalone project (not just the activity since it has been associated with the current Invoice Group).  As such, the amounts included in this list related to a particular project (i.e. in the Invoiced columns) may not match the total of the values appearing in the popup report for individual projects.  Further, no projects that were previously associated with this Invoice Group will have their details included in the popup report.  

In the example below, the Unbilled value was clicked and the report output includes those items that have been posted having a bill date after the Through Date supplied on the selection criteria screen (i.e. posted items that are not included on the existing draft invoice). If the Draft value was clicked, the report output would include details of those items included on the draft invoice. If the Billed value was clicked, the report output would include details of previously completed invoices for this project. Finally, if the Total  value was clicked, the report output would include details from various statuses (Unbilled, Draft, and Billed).

You'll notice in the legend at the top of these popup reports, that Adjustments and Expenses are each included based on a particular date for comparison.  The dates involved in these comparisons are defined by the Unanet Administrator on the Admin >> Setup >> Billing screen.

Add Invoice Feedback

Once the Invoice Generation is run, the Billing Manager will see feedback written to the screen that will indicate the projects and status of each project included in the creation process.  Should any unexpected issues be encountered, additional details will be written to the screen for the effected project.