Invoicing Contract (W/O)

Objective

The Invoice Contract (W/O) option is used to identify and manage various aspects (fees, distribution, invoicing method, etc.) of projects invoiced using the Invoice Preparation (W/O) option.

Prerequisites

Steps

maestro* > Invoicing > Invoicing > Work Order Billing > Invoicing Contract (W/O)

To create an invoicing project

Enter the required information:

Fields followed by the * character are mandatory fields.

Field

Description

Number*

Project number used for invoicing.

NOTE: If the invoicing project has not been created for the project, the New Contract comment is displayed to the right of the number. The user must complete the information for the new contract.

Description

Description that identifies the project.

NOTE: This description is used for searching and printing reports.

Field	Description
Number*	Project number used for invoicing. NOTE: If the invoicing project has not been created for the project, the New Contract comment is displayed to the right of the number. The user must complete the information for the new contract.
Description	Description that identifies the project. NOTE: This description is used for searching and printing reports.

Enter the required information in the Main Fields section:

Fields followed by the * character are mandatory fields.

Description section:

Field

Description

Division

Additional information about the project. This information can be included on various forms that provide details of the project.

Include sub-project

Includes work orders for sub-projects if the box is checked.

NOTES: When the master project is invoiced and the box is checked, the sub-projects' invoice format is based on the parameters established in the master project’s Invoicing Contract Management.

By default, the income will be charged to the master project.

Charge income to sub-projects

This option charges the income to sub-projects if the box is checked and the Include Sub-projects option is checked.

NOTES: If checked, the income from the sub-projects will be charged to each of the invoiced sub-projects rather than being assigned to the master project.

To enable this configuration, the invoicing Type must be Detailed, unless the Invoicing Method specifies that a single work order should be billed on each invoice. In Date, Unique W/O mode, you can use the Summarized type and in Unique W/O, Multi Customers mode, all types are allowed.

Start Date

Date on which the project starts.

NOTE: This date is used for information purposes only.

Delivery Date

Planned delivery date for the project.

NOTE: This date is available for information purposes only.

Generate a report of transactions and attach it to the invoice

Allows generating a report of transactions and then attach it to the invoice.

Attach documents originating from cost transactions to sales invoices

Allows indicating, for each contract, whether the documents linked to the cost transactions have to be forwarded in the generated sales invoices.

NOTE: This box is not checked by default.

Site Manager

Employee responsible for the site.

Invoicing Method

Used to determine how information is presented on the invoice.

NOTE: By default, this information will come from the Customer Management’s section of the Invoice (W/O) Format.

Valeurs disponibles :

Non Billable

Tells the system that the project is not billable and that no invoice should be created by Invoice Preparation (W/O).

NOTE: If you choose Non-billable mode, the project is no longer displayed in the list of projects to be invoiced in the Invoice Preparation (W/O) screen.

Work Order

Creates an invoice on which work orders are grouped together by work order for a given customer.

NOTE: The Work Orders invoicing method prints the invoice details for all types: Detailed, Summarized, Summarized by Type, Summarized by Kind of Item or Summarized Only.

Date

Creates an invoice on which work order details are grouped by date for a given customer.

NOTE: The Date invoicing method prints the invoice details for the Detailed, Summarized or Summarized Only types.

Date/Unique W/O

Creates one invoice per work order and lists the transactions by date.

NOTE: The Date/Single Work Order invoicing method prints the invoice details for the Detailed, Summarized or Summarized Only types.

Direct

Lets you create an invoice immediately using the Work Orders option.

NOTE: Using this method, you cannot invoice using the Invoice Preparation (W/O) option. The Work Order option is used for Direct Invoicing and immediately creates a sale based on the settings entered in the invoicing project.

Reference

Creates one invoice on which work order details are grouped by reference number entered on the work orders.

NOTE: The Reference invoicing method prints the invoice details for all types: Detailed, Summarized, Summarized by Type, Summarized by Kind of Item or Summarized Only.

Grouped References

Groups invoices by driller and hole number.

NOTES: This method is used with the Drilling Time Management module.

The Grouped References invoicing method prints the invoice details for the Detailed, Summarized or Summarized Only types.

Activity

Groups invoices by activity code.

NOTE: The Activity invoicing method prints the invoice details for all types: Detailed, Summarized, Summarized by Type, Summarized by Kind of Item or Summarized Only.

Unique W/O, multi customers

Creates one invoice per work order and lets you invoice multiple customers at a time. This invoicing method lets you use the same invoicing project for multiple customers.

NOTE: The Single Work Order, Multiple Customers invoicing method prints the invoice details for all types: Detailed, Summarized, Summarized by Type, Summarized by Kind of Item or Summarized Only.

Project Billing

Create one invoice per project without taking the work order numbers originally entered in the transactions into consideration.

NOTES: The Project Billing mode lets you print the details of the invoice based on all types: Detailed, Summarized, Summarized by Type, Summarized by Kind of Item or Summarized Only.

If the contract is configured in Project Billing mode, you can enter a list of items to be invoiced by clicking the Add items to bill icon at the top of the screen. For more information on this function, refer to the appendix.

W/O – Alternate Sort A

Create a detailed invoice on which the salary detail, equipment, and material are displayed in 3 different blocks.

NOTES: The W/O – Alternate Sort A mode lets you print the details of the invoice based on all types: Detailed, Summarized, Summarized by Type, Summarized by Kind of Item or Summarized Only.

Summarized Work Order

Create an invoice that hold on one page for all selected work orders in the invoice preparation. The work orders are displayed in the description.

NOTE: Only the Summarized by Type item type can be selected for the summarized work order.

Billing Activity

Default billing activity for posting the income.

NOTE: During invoicing, the system determines the invoicing activity based on the following hierarchy:

Invoicing Contract W/O or

Catalogue Management or

Configuration

Type

Specifies the transaction group method, if necessary. The grouping level is also determined by the By Date field.

NOTE: By default, this information will come from the Customer Management’s section of the Invoice (W/O) Format.

Available values:

Detailed

Displays all detailed transactions on the invoice.

Summarized

Groups transactions by item code.

Summarized by Type

Groups items by type: Labour, Material, Equipment, Various and Sub-C (sub-contractors).

Summarized by Kind of Item

Groups transactions according to the Item Type and Revenue Activity fields in the catalogue. The exact grouping for this type is Project / Customer / Customer Reference / Work Order / Type / Item Type / Activity / Date.

NOTE: Items that are not listed in Catalogue Management are displayed under Miscellaneous.

Summarized Only

Allows printing only the summary on the invoice when there are several work orders on it.

Invoic. Activities Range

Used to specify only the range of activities that are billable.

NOTES: The activity numbers must be entered manually.

Any activities that are not within the range are considered activities that are not billable by default.

If no range of activity is specified, the default values entered in Configuration – W/O Billing will be used.

By Date

NOTE: By default, this information will come from the Customer Management’s section of the Invoice (W/O) Format.

Available values:

Yes

Groups the transactions by date on the invoice.

NOTE: If the Type is set to 2 - Summarized, the system inserts a line on the invoice for each transaction day, even if the item codes are identical.

No

Groups transactions by item code.

Adjustment %

Used to enter a markup percentage on item costs. Applies only to transfer transactions.

Maximum Amount per Work Order

Displays a maximum amount not to exceed when invoicing a work order.

NOTE: For information purpose only.

Fees section:

Field

Description

Administration

Used to determine the percentage of administration fees applicable to each expense group, including Material, Labour, Sub-contractor, Equipment and Various.

Profit

Used to determine the percentage of profit applicable to each expense group, including Material, Labour, Sub-contractor, Equipment and Various.

Account

General ledger account used to post the administration and profit for the project.

Activity

Activity used to post the administration and profit for the project.

Effective Date

Effective date of the new administration and profit rates.

NOTE: The new rates are applied according to the Acctg date on the work order. If the date on the work order is earlier than the effective date, the old rates will be used.

CAUTION! Expenses without work orders or expenses that are not linked to a work order and do not exist in the Enter Work Order option will be invoiced at the original administration and profit rates.

Administration

Determines the new percentages for administration fees in effect based on the date of the work order.

Profit

Determines the new percentages for profit in effect based on the date of the work order.

Invoicing Approval section:

Field

Description

Blocks direct invoicing and required the transfer of material from a work order to an Inventory-Project Transfer

When checked, prevents using the function Direct Invoicing in Work Orders.

Requires the transfer of a work order’s material by using an Inventory to Project Transfer.

Make it possible to change selling prices after printing the approval and pre-approval forms

Used to modify and save selling prices after printing the work approval form, if the box is checked.

NOTE: This function can be selected by clicking the Change Selling Prices icon in the Invoice Preparation (W/O) option.

Allow the entry of “General” items in the “Items to Bill” tab

Allows the entry of items other than sale items (general, for example) in the Items to Bill tab of the Work Order option.

NOTES: Even if these items usually affect inventory, the inventory and project costs will not be assigned when work orders are transferred (in the same manner as sale items) if these items are entered in the Items to Bill tab rather than the Material tab.

This function is used if the material is still assigned to the project and for which no invoices have been prepared.

Customer section:

Field

Description

Customer Code

Customer from Customer Management. It is linked to the project for invoicing purposes.

NOTES: If values are entered in the Invoice (W/O) Format in Customer Management, this information will be copied in the following fields: invoicing procedure, type and by date.

It is not necessary to complete this field if you selected “Date, Unique Work Order” or “Unique W/0, Multi Customers” as the invoicing method if the invoicing project is used as a group or department. In this case, the customer must be identified on the work order.

Customer Project No

Customer’s project number.

Purchase Order

Customer’s purchase order number.

Customer Rep.

Name of the representative at the customer’s location.

Price List

Price list applicable specifically to this project.

Work Approval section:

Field

Description

Work Approval Form

Used to choose a customized form that applies to the contract. If no form is specified, the system uses the file specified in the Work Approval Form field in Configuration for work orders.

Products tab:

This section is used to convert expenses to catalogue items using forms consisting of various available variables. These forms will be used to invoice the transactions for each possible cost type. For example, WORKCATEG-TRADECODE to create an item code consisting of the employment category and the employee’s trade for Labour.

If no formula is specified, the system applies the formulas specified in Configuration, in the W/O Billing section.

Field

Description

Labour

Formula for creating labour codes.

Bonuses

Formula for creating bonus codes.

Catalogue

Formula for creating inventory codes.

Equipment

Formula for creating equipment codes.

Other

Formula for creating codes for other expenses.

Description Source

Description using during invoicing.

Available values:

Transaction

Displays the description that is entered into the transaction manually (order or transfer).

NOTE: Records are read as follows: long description, description or, if the field is empty, use the catalogue description.

Catalogue

Displays the catalogue description.

Customer Reference Code

Default values used during invoicing if no value is entered in the Customer Reference field on work orders.

The variables required to create formulas and their meanings are available in the appendix.

Constants can be entered (prefixes and/or suffixes). For example, the item code to represent labour could be A-WORKCATEG with a result of A-220 for employment category 220.

If no revenue should be assigned for an expense type, N/A can be entered in the formula. This expense will be ignored when the invoice is prepared.

Note tab:

This section lets you to enter text for invoicing. This note can be printed on the invoicing form.

To see this note on the form, the following commands should be used.

DEFSECTIONRTF DETAILS

SECTION DETAILS,Arial8,7.75

PRINTRTFVARSECTION 0.3,DETAILSRTF,

The positions and the variables name (illustrated in not bold are for example only).

Field	Description
Administration	Used to determine the percentage of administration fees applicable to each expense group, including Material, Labour, Sub-contractor, Equipment and Various.
Profit	Used to determine the percentage of profit applicable to each expense group, including Material, Labour, Sub-contractor, Equipment and Various.
Account	General ledger account used to post the administration and profit for the project.
Activity	Activity used to post the administration and profit for the project.
Effective Date	Effective date of the new administration and profit rates. NOTE: The new rates are applied according to the Acctg date on the work order. If the date on the work order is earlier than the effective date, the old rates will be used. CAUTION! Expenses without work orders or expenses that are not linked to a work order and do not exist in the Enter Work Order option will be invoiced at the original administration and profit rates.
Administration	Determines the new percentages for administration fees in effect based on the date of the work order.
Profit	Determines the new percentages for profit in effect based on the date of the work order.

Field	Description
Blocks direct invoicing and required the transfer of material from a work order to an Inventory-Project Transfer	When checked, prevents using the function Direct Invoicing in Work Orders. Requires the transfer of a work order’s material by using an Inventory to Project Transfer.
Make it possible to change selling prices after printing the approval and pre-approval forms	Used to modify and save selling prices after printing the work approval form, if the box is checked. NOTE: This function can be selected by clicking the Change Selling Prices icon in the Invoice Preparation (W/O) option.
Allow the entry of “General” items in the “Items to Bill” tab	Allows the entry of items other than sale items (general, for example) in the Items to Bill tab of the Work Order option. NOTES: Even if these items usually affect inventory, the inventory and project costs will not be assigned when work orders are transferred (in the same manner as sale items) if these items are entered in the Items to Bill tab rather than the Material tab. This function is used if the material is still assigned to the project and for which no invoices have been prepared.

Field	Description
Customer Code	Customer from Customer Management. It is linked to the project for invoicing purposes. NOTES: If values are entered in the Invoice (W/O) Format in Customer Management, this information will be copied in the following fields: invoicing procedure, type and by date. It is not necessary to complete this field if you selected “Date, Unique Work Order” or “Unique W/0, Multi Customers” as the invoicing method if the invoicing project is used as a group or department. In this case, the customer must be identified on the work order.
Customer Project No	Customer’s project number.
Purchase Order	Customer’s purchase order number.
Customer Rep.	Name of the representative at the customer’s location.
Price List	Price list applicable specifically to this project.

Field	Description
Work Approval Form	Used to choose a customized form that applies to the contract. If no form is specified, the system uses the file specified in the Work Approval Form field in Configuration for work orders.

Click Save.

APPENDIX

List of available variables for creating formulas in the Products tab

Labour and Bonuses

Variable	Detail
ACTIVITY	Activity for the expense.
ACTIVITYDESC	Description of the activity.
GROUP	Expense group.
WORKCATEG	Employee's employment category. NOTE: This is the current category, not the one at the time of entry.
TRADECODE	Employee's trade.
BONUSCODE	Bonus code.
RATETYPE	Letter representing the rate (A, B or C).
OCCUPATIONTYPE	Employment type. NOTE: This is the current type, not the one at the time of entry.
EMPLOYEENO	Employee's number.

Labour

These variables are used to invoice salary based on the annex, apprenticeship or Level year, shift, region and sector of the employee entered in transactions.

The variables listed below do not apply to bonuses.

Variable	Detail
ANNEX	Work annex.
LEVEL	Apprenticeship year or Level.
SHIFT	Work shift.
REGION	Work region.
SECTOR	Sector.

Inventory

Target transactions:

Inventory-Project Transfer
Receipt with accrued fees or project order invoicing with catalogue item

Variable

Detail

ACTIVITY

Activity for the expense.

ACTIVITYDESC

Description of the activity.

GROUP

Expense group.

PRODUCTCODE

Product code from the catalogue used for the transaction.

Equipement

Target transaction:

Distribution of equipment hours per project.

Variable

Detail

ACTIVITY

Activity for the expense.

ACTIVITYDESC

Description of the activity.

GROUP

Expense group.

EQUIPCODE

Equipment code.

EQUIPDESC (#)

Use the # 1st letter of the equipment description for the product code.

RATETYPE

Letter representing the rate (A, B or C).

EQUIPMENTTYPE

Equipment type.

Others

Target transactions:

Project Purchase
Project-to-Project Transfer
Receipt with accrued fees or project order invoicing with catalogue item

Variable

Detail

ACTIVITY

Activity for the expense.

ACTIVITYDESC

Description of the activity.

GROUP

Expense group.

Add Items to bill icon

The Items to bill icon is only accessible if the invoicing method for the contract is Project Billing.

This option is used to enter catalogue items that are to be invoiced for contracts that use Invoice Preparation (W/O) without the work order module.

These items will only be invoiced once. If you need to invoice a given item more than once, you will need to enter it every time the project is invoiced. Items that have already been invoiced cannot be modified afterwards.

If the work order module is installed and the user has entered items to bill in the Invoicing Project (W/O) and in Enter Work Orders (items to bill tab), the system will combine the two sources and invoice all of the items, regardless of the source.

Complete the table as needed:

Field

Description

Code*

Product code from Catalogue Management.

NOTE: The system displays sales catalogue codes and assembled product codes only.

Description

Description associated with the item in the catalogue.

Activity

Revenue activity.

NOTE: By default, the revenue activity displayed is from Catalogue Management for the item to be invoiced. If the activity has not been defined in the catalogue, the revenue activity specified in Invoicing configuration will be used (Under the Project Receivable section, Default Activity field).

Group

Revenue group.

Quantity

Quantity to be invoiced.

Inv. Unit

Unit of measure for the item in inventory, as defined in the Catalogue Management

Specific Selling Price

Selling price to be invoiced.

NOTE: You can only specify a selling price for items whose cost management method is Non- Stock or Undefined in the Catalogue Management.

For other items, the price is determined at the time of invoicing, according to the usual rules.

Transferred

Indicates that the item has been processed and that the information relating to the sale has been determined for the item, if the box is checked.

The selling amount can be calculated using one of the following options:

Selling Revision

Invoice Preparation (W/O)

The various Work Order reports on which the selling amount is displayed.

Transaction Pointer

Displays the transaction number for the invoice.

Sales Pointer

Displays the transaction number for the Invoice Preparation (W/O) when it is transferred to the Enter a Sale option.

Field	Description
Code*	Product code from Catalogue Management. NOTE: The system displays sales catalogue codes and assembled product codes only.
Description	Description associated with the item in the catalogue.
Activity	Revenue activity. NOTE: By default, the revenue activity displayed is from Catalogue Management for the item to be invoiced. If the activity has not been defined in the catalogue, the revenue activity specified in Invoicing configuration will be used (Under the Project Receivable section, Default Activity field).
Group	Revenue group.
Quantity	Quantity to be invoiced.
Inv. Unit	Unit of measure for the item in inventory, as defined in the Catalogue Management
Specific Selling Price	Selling price to be invoiced. NOTE: You can only specify a selling price for items whose cost management method is Non- Stock or Undefined in the Catalogue Management. For other items, the price is determined at the time of invoicing, according to the usual rules.
Transferred	Indicates that the item has been processed and that the information relating to the sale has been determined for the item, if the box is checked. The selling amount can be calculated using one of the following options: Selling Revision Invoice Preparation (W/O) The various Work Order reports on which the selling amount is displayed.
Transaction Pointer	Displays the transaction number for the invoice.
Sales Pointer	Displays the transaction number for the Invoice Preparation (W/O) when it is transferred to the Enter a Sale option.

Click Save and Quit.

Last modification: August 16, 2025