Cost Plus Invoicing

OBJECTIve

Cost Plus Invoicing is a billing method used to bill amounts or quantities with no fixed timeframe, contrary to progress billing.

Tax are applied to the invoice's total upon saving, by default. Therefore, if there is a discrepancy between the taxes calculated per line versus the taxes calculated on the overall invoice amount, the system will automatically adjust the taxes on the last detail line, according to the tax codes. It is possible to calculate taxes per line by checking the Do not automatically balance taxes box in the General Settings.

It is impossible for a user to modify or delete breakdown lines that have been generated by the release holdback functionality. However, the user will be able to add lines and later edit and delete them; unlike the original lines.

Prerequisites

ICons

Only icons specific to this window are described in the following table.

Icon	Title	Used To
	Generate a new invoice number	Allows to generate a new invoice number.
	Transfer	Allows to transfer the invoice.
	Print	Allows to print the selected invoice.
	Documents	Allows to access all documents linked to the invoice.
	Customer Management	Allows to access the Customer Management option.
	Project Management	Allows to access the Project Management option.
	Contract Management	Allows to access the Contract Management option.
	Create an invoice using a transferred invoice	Allows to create an invoice from a previously transferred one.
	Batch Acceptance	Allows to access the Batch Acceptance window.
	Modify Total Display	Allows to display the holdback and net amounts at the bottom of the grid.
	Configuration	Allows to access the invoice configuration window.

Steps

maestro* > Invoicing > Contractual Billing > Cost Plus > Invoicing

Creating a Cost Plus Invoice

Enter the required information in the Details tab:

It is possible to create a new invoice from a previously transferred one. Simply click on the Display Only Transferred Entries file, choose an invoice, and click on the Create an invoice using a transferred invoice icon.

Field

Description

Contract

Contract number; project number.

NOTE: In 3.05, up to 20 characters can be entered in this field. In 3.04, the character limit is set at 10.

Customer

Customer associated to the contract.

NOTE: If the customer has an "inter-co" type, this information will be displayed in the field on the right.

Address No.

The customer's billing address entered in the Define Customer Addresses option.

NOTE: Only addresses tagged as invoicing addresses will be displayed in the list. The Invoicing Address box must be checked.

Invoice No.

Number of the invoice.

NOTE: It is possible to manually enter an invoice number. However, this field influences the possibility to print the invoice later on. Thus, if this field is empty, the software will assign an invoice number, according to the sequence which is displayed in the corresponding sales department.

Date

Accouting date.

Due Date

Due date of the invoice.

NOTE: If nothing is entered, the software will calculate a due date based on the cystomer's credit terms. If there are no credit terms in the Customer Management option, the due date will be the invoice date. It is possible to manually modify this date.

Period

Period applicable to invoicing.

Accepted

Indicates that the invoice can be transferred if the field is Yes.

NOTES: It is possible to massively modify the acceptance of several invoices by using the Batch Acceptance icon.

It is possible to transfer an invoice to No to get an invoice number.

It is possible to select the default value of this field in the Configurations.

Rate

Holdback percentage applicable to the invoice.

Amount

Allows to indicate the holdback amount.

Mode

Available values:

With Tax

Takes into account taxes when calculating the total amount to be paid.

Standard

Without Tax

Does not take into account taxes when calculating the total amount to be paid.

NOTE: It is possible to select the default value of this field in the Configurations.

Account

General ledger account used to record the holdback applicable to the contract.

Credit Terms

The term of payment of the invoice entered in the Credit Term Management option.

Discount Amount

Discount amount applicable to the invoice.

Discount Account

General ledger account used to record the discount applicable to the contract.

Salesperson

Salesperson associated to the contract.

Proposed #

Allows to enter a request number associated to the invoice.

Shipping

Text field which allows to enter a short description about the shipment.

Purchase Order

The customer's purchase order number.

Customer Project

Allows you to track receipts by the customer's project number if a denunciation is attached to the invoice.

NOTE: This field is linked to the Lien Management option.

Currency

Currency of the invoice.

Customer Contract

Allows to bill a third party on the contract; an entity other thank the one entered in the Customer field.

Included in Contract

Indicates that the invoice will affect the original contract's value if the field is Yes.

NOTE: This field cannot be modified if the invoice was created in the Release Holdback option.

AR Account

General ledger account used to record the customer account.

Sale

Total invoice amount, with out without tax, in accordance to the selected Mode.

Ammount to invoice

Indicates the amount to be billed to the customer.

Instant Payment

Instant payment is only available for inter-co sales.

NOTE: If the Generate the receipt automatically checkbox is activated, in the Configurations (Projects > Intercompany > Sales), the value of the field will be Yes.

Cheque No.

Cheque number according to the number entered on the customer's payment.

Bank Account

Bank account used to receive the receipts if the Instant Payment field is set to Yes.

Amount

Allows to indicate the amount of the instant payment.

Breakdown section:

The default values are automatically displayed when the Amount field is completed.

Field

Description

C/O

Number of the charged change order.

NOTE: The change order must first have been entered in the Contract Management option.

Description

Description of the item to invoice.

NOTE: It is possible to access the Item Management option by clicking on the F7 key.

Project

Determines to which project the income is allocated.

Activity

Determines to which activity the income is allocated.

Revenue Group

Determines to which group the income is allocated.

Account No.

General ledger account used to record the income.

Quantity

Invoiced quantity.

Unit Price

Unit price.

Amount

Total amount invoiced.

Tax 1, Tax 2

Applicable tax codes.

NOTES: To manually change the tax amounts, click on the CTRL+F7 keys. By doing so, the software will also go into a line by line tax calculation mode, and no longer calculate tax in accordance to the invoice's total amount.

To come back to the previous mode and calculate tax according to the invoice's total, click on the Balancing of Taxes icon, in the bottom left corner of the window.

To find out where the applicable tax codes and rates come from, see maestro*'s How To - Reading of Tax Codes in maestro*.

Field	Description
C/O	Number of the charged change order. NOTE: The change order must first have been entered in the Contract Management option.
Description	Description of the item to invoice. NOTE: It is possible to access the Item Management option by clicking on the F7 key.
Project	Determines to which project the income is allocated.
Activity	Determines to which activity the income is allocated.
Revenue Group	Determines to which group the income is allocated.
Account No.	General ledger account used to record the income.
Quantity	Invoiced quantity.
Unit Price	Unit price.
Amount	Total amount invoiced.
Tax 1, Tax 2	Applicable tax codes. NOTES: To manually change the tax amounts, click on the CTRL+F7 keys. By doing so, the software will also go into a line by line tax calculation mode, and no longer calculate tax in accordance to the invoice's total amount. To come back to the previous mode and calculate tax according to the invoice's total, click on the Balancing of Taxes icon, in the bottom left corner of the window. To find out where the applicable tax codes and rates come from, see maestro's How To - Reading of Tax Codes in maestro.

Enter the required information in the Delivery tab:

Field

Description

Location

Location of the construction work. Available values:

Alternate

Allows to create a temporary address.

Contact

Allows to use an address associated to a contact from the Contact Management option.

Customer Address

Allows to use an address that comes from the Customer Management option.

Project

Uses the project address entered in the Project Management option.

NOTES: If a contract has been identified in the invoice's main screen header, the latter will automatically be selected as shipping location if the Location field is set to Project.

Afterwards, if a project is manually selected in this field, it will be conserved even if the contract is modified in the invoice's header.

Selection

Allows to access the linked databases in accordance to the selection made in the Location field.

Enter the required information in the Additional Field tab, if necessary.
Click on Save.

If a delivery preparation form has been configured in the Configurations, by clicking on the Print icon, the system offers to print this form by default.

Voir aussi

Last modification: November 07, 2024