Invoice Preparation

OBJECTIVE

The Invoice Preparation is used to read expenses entered in cost plus contracts and identify expenses ready to be invoiced, to be put on hold or that will never be invoiced.

 

PREREQUISITEs

• Contract Management
• Have conducted expense transactions associated with the project.

 

Summary

• Preparing an Invoice
• Performing a Batch Change

 

Steps

maestro* > Invoicing > Contractual Billing > Processing > Invoice Preparation

 

Preparing an invoice

1. Select the Date Ranges.
2. Select one or more Contracts.

In Contract Management, you can specify that sub-projects must be invoiced at the same time as the master contract by clicking in the Include Sub-projects field. For contracts in which this function is enabled, only the master contracts are displayed in the list because the sub-contracts must be invoiced with the master contract.

3. Select the other choices based on specific requirements.

Field	Description
Maximum Billable Expense	Used to invoice only expenses with an amount lower than the amount specified.
Include projects without expenses	Makes it possible to include contracts to which no expenses have been posted if the box is checked.
Include exp.at "Non-Billable” status	Used to include expenses with a Non-Billablestatus in an earlier preparation transaction. NOTE: Transactions related to activities that are outside the invoicing activity range (defined in Contract Management)are automatically changed to a status of 8 –Non-Billable.

4. Click Accept.

By default, transactions that are not transferred appear in green and are not available for billing. You can change the colour of transactions that have not been transferred using the Configuration icon.

5. Click on a contract to see the expense details displayed at the bottom of the grid.
6. Confirm, modify or complete the Description, Status, Quantity, U.P. or Amount columns.

You can change the status of multiple expenses on a contract by clicking the Mass Status Change icon.

7. The Charge Order tab is used to indicate that an expense is a change order.
8. The icon in the Documents column indicates whether or not documents are attached to an expense. Make a double-click on the icon to open the Document Management option.
9. Select the contracts to bill by checking the box in the Selected column.
10. Click Save.
11. Click Print.

Field	Description
Report Format	Available values: Activity Displays expenses by activity. If these are equipment expenses, they do not include administration fees. Detailed Employee Displays detailed expenses by employee in the Read Salaries section. Employee Displays total expenses by employee number in the List of Salaries section. Type Displays all expenses by type with the administration fee and profit, separate or included based on the type selected in Cost Plus Contract Management.
Print summary of expenses	Displays a summary of expenses in the contract in the header of the report.

12. Click Invoice selected contracts.

 

Performing a Batch Change

1. First select a contract.
2. In the transaction grid of said contract, using the Selected column, select the transactions that will be modified. If needed, use the Filter field to help you reduce the number of transactions.
3. Then click on the column that needs to be modified. For example, click on the Quantity column to change the quantities of all selected transactions.

The fields that can be modified are: Status, Original Qty, Cost U.P., Cost, Description, Quantity, U.P., and Amount.

4. Click on the Batch Change icon. The name of the selected lines and the field to modify are displayed for information purposes.
5. Select or enter a new value. Depending of the selected field, it can either be a text, a value in a scroll-down list, or a numerical value with decimals.
6. Click on the Apply button.

 

See also

• Invoicing

 

Last modification: November 12, 2024