CONTRACT INVOICING

OBJECTIVE

The Contract Invoicing option uses flat rate billing, which makes it possible to invoice amounts or quantities without a specific schedule, contrary to sales slip billing.

By default, taxes are calculated on the invoice's amount at the time of entry. As a result, if there is a variance between the taxes calculated by line compared to the taxes calculated on the invoice's amount, the system automatically adjusts the taxes on the last detail line according to the tax codes. It is possible to calculate the taxes by line by checking off the option Do not automatically balance taxes in Configuration. In the breakdown section, the user cannot modify or delete the lines that have been generated by the Release Holdback program. However, the user can add lines to the breakdown section and, eventually, modify and delete them; as opposed to the original lines.

 

PREREQUISITEs

• Contract Management
• Customer Management
• Project Management
• Define Customer Addresses
• Credit Terms Management

 

Icons

Contract Invoicing Icons

Only function specific icons are displayed in the following table.

Icon	Name	Used to
	Generate a new invoice number	Create a new invoice number.
	Transfer	Transfer an invoice.
	Print	Print the selected invoice.
	Documents	Access the files linked to the invoice.
	Display Customer Master Screen	Access Customer Management.
	Open Project Management Screen	Access Project Management.
	Contract Management	Access Contract Management.
	Create an invoice using the transferred invoice	Create an invoice using the template of an already transferred invoice.
	Batch Acceptance	Access Batch Acceptance.
	Modify Total Display	Display the withholding and the net amount at the bottom of the grid.
	Configuration	Access the invoice configuration panel.

 

steps

maestro* > Invoicing > Contractual Billing > Processing > Contractual Invoicing

 

Create a flat rate billing invoice

1. Enter the required information in the Detail tab:

You can create a new invoice based on an invoice that has already been transferred. Simply click the Display Only Transferred Entries file, select an invoice and click the Create a invoice using a transferred invoice icon.

 

Field	Description
Contract	Contract number; project number. NOTE: In version 3.05, this field accepts up to 20 characters. In version 3.04, it is however limited to 10 characters.
Customer	Customer associated with the contract. NOTE: If the customer is an “inter-co” type customer, this information will be displayed beside the field.
Address No.	Customer's invoicing address from Define Customer Addresses. NOTE: Only addresses identified as invoicing addresses are included in the list. The Invoicing Address box must be checked.
Customer Contract	Used to invoice a third party to the contract (an entity other than the one in the Customer field).
Included in Contract	Indicates that the invoice affects the original contract value if the field is set to Yes.
Accepted	Indicates that the invoice can be transferred if the field is set to Yes. NOTES: You can accept multiple invoices by click the Batch Acceptance icon. You can transfer an invoice if this field is set to No to obtain an invoice number. You can select the default value for this field in Configuration.
Date	Accounting date.
Due Date	Due date of the invoice. NOTE: If nothing is entered, the system calculates a due date based on the customer’s credit terms. If there are no credit terms in Customer Management, the due date is the date of the invoice. This date can be changed manually.
Credit Terms	Payment terms for the invoice from Interest Rate Management.
Cust. Project	Used to monitor payments by the customer's project number if a lien is attached to the invoice. NOTE: This field is linked to the Lien Management option.
Invoice #	Invoice number. NOTE: You can enter an invoice number manually. However, this field affects the ability to print the invoice later. Therefore, if the field is empty, the system assigns an invoice number, according to the progress of the sequence in the corresponding sales department.
Salesperson	Salesperson associated with the contract.
Purchase Order	Customer’s purchase order number.
Shipment	Text field for entering a short description related to the shipment.
Proposed #	Used to enter a request number linked to the invoice.
Period	Period applicable to the invoice.
Sale	Total amount of the invoice, with or without taxes, according to method selected in the Method field.
Holdback %	Holdback percentage applicable to the invoice.
Mode	Available Values: With tax Includes taxes in the calculation of the total amount to be paid. Without tax Does not include taxes in the calculation of the total amount to be paid. NOTE: You can select the default value for this field in Configuration.
Discount	Amount of discount applicable to the invoice.
Currency	Currency of the invoice.
Instant Payment	The instant payment is available only for inter-co sales. NOTE: If the Generate the receipt automatically box is checked in the configurations (Projects > Inter-company > Sales), the field will be set to Yes.
Cheque No.	Cheque number according to the number on the customer’s payment.
Bank Acct	Bank account used for the receipt if the Instant Payment field is set to Yes.
Instant Payment Amt	Used to indicate the amount of the instant payment.

1. Accounts section:

Field	Description
A/R	General ledger account used to post the customer account.
Holdback	General ledger account used to post the holdback applicable to the contract.
Discount	General ledger account used to post the discount applicable to the contract.

2. Breakdown section:

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

 

Field	Description
Description	Description of the invoiced item. NOTE: You can access Item Management by pressing F7.
C/O	Change order number. NOTE: The change order must already be entered in Contract Management.
Project	Determines the project to which income is assigned.
Activity	Determines the activity to which income is assigned.
Revenue Group	Determines the group to which income is assigned.
Account No.	General ledger account to which the income is posted.
Quantity	Quantity invoiced.
Unit of Measure	This field allows indicating the applicable unit of measure. It is not mandatory to enter a value in this column to save the invoice. NOTE: If the user selects a preexisting change order in the current invoicing contract, the unit of measure displayed in the change order if entered, will be copied in the Unit of Measure column.
Unit Price	Unit price.
Amount	Total amount invoiced.
Tax 1, Tax 2	Applicable tax code. NOTES: To manually change tax amounts, press CTRL+F7. When this action is performed, the system also shifts to calculating the taxes by line instead of calculating them on the invoice's total. To return to calculating the taxes on the invoice's total amount, click the icon Balance the Taxes below, on the left of the screen under distribution. To find out the source of the applicable code and tax rate, refer to the Help in Reading tax codes in maestro*.

2. Enter the required information in the Delivery tab:

Field	Description
Location	Location for the work. Available values: Alternate Used to create a temporary address. Contact Lets you use an address associated with a contact in Contact Management. Customer Lets you use an address from Customer Management. Project Uses the project address entered in Project Management.
Selection	Provides access to databases linked by function to the selection in the Location field.

3. Click Save.

If a delivery preparation form has been configured in Configuration, the system suggests printing this form by default when you click the Print icon.

 

See also

• Lien Management
• Reprint Invoices
• Item Management
• Contact Management
• Configuration
• Holdback Invoicing
• Print Invoices
• Reading of Tax Codes in maestro*

 

Last modification: September 19, 2024