BACKGROUND INFORMATION
The Billing Consolidation on the Charge Type dictates two things:
The Invoice Level ( by Header Job or SubJob – 1 invoice or many invoices etc) and where the Revenue will be posted.
Generating Invoices from Outputs is an exception to this rule. The Invoice level does not come from the Charge type but from the Invoice Level in the Form.
The Charge Type dictates where the Revenue will be posted. All revenue invoiced through this process is posted back to the Job specified in the Charge Type of the Output Job
Choose the basis of the invoicing that you wish to create:
Single Invoice for Client:
You will have one invoice for all the outputs on Jobs where the selected Client is the Client on the Job.
The rules surrounding this option are:
- You must have selected a Client (one only)
- You must have selected an Invoice Job. The selected Invoice Job must be for the selected Client.
Invoice per Header Job:
One invoice is raised invoicing all the selected Outputs for each of the selected Header jobs and their Subjobs.
Invoice per Job:
One invoice is raised invoicing all the selected Outputs for each Job, regardless of whether it is a Header Job or Subjob.
Note that the revenue generated for an Invoice Level comprising multiple jobs (Single Invoice, Headers and Contracts) does get posted back to each of the individual jobs dependent on criteria set up in the Output Jobs' Charge Type.
INVOICE DETAIL OPTIONS
- Invoice Job:
If you select the Single Invoice option then specify the Job that the invoice will be generated on. Otherwise this box is greyed out.
- Invoice Date
This date will be the date on the Invoice/s and will initiate the Batch Date and Period.
- Approved By
You can approve the invoice(s) at the time of invoice creation. Do not approve if you want to have the chance to edit the invoice.
- Invoice Contact
Specify the name of the Contact to appear on the Invoice(s)
- Batch No
Where you approve the Invoice and the Batching Control Parameters are set to automatic batching of Approved Invoices the batch number generated and used for these invoices is displayed
To preview this batch select the Print button at the top of the screen. You can only print anything where a batch has been created.
Note: You can generate an Outputs Based invoice to a job with any Charge Type. All it requires is a schedule and outputs entered. As you are not going through "Get Sales" the Billing Type on the Charge Type is not used. However the Charge Type does govern which job the revenue is posted to.
INVOICE CREATION:
When the required selection options have been made, you may Preview the results of the selection by clicking the Preview button
This will bring to screen a Preview Report showing the expected results of the invoicing process you are about to undertake.
Note that the Job Invoice Lines created are 1 line per Sales Code, based on the Sales Code attached to the Job Outputs in the Schedule.
The Invoice Number created is however held at the level of the individual Job Outputs, so invoice formats are available which list the actual Outputs invoiced if required.
If the selections are correct create the invoices from the OK button. The successful creation will show as a message giving the range of Invoice Numbers that have been created
An Invoices Created Report will now default to screen, showing the actual Invoice No's and their values created.
View the created invoices through the Edit View Job Invoices screen.
To bulk print these invoices use the Print Job Invoices screen.
