Invoice Preparation (W/O)

OBJECTIVE

The Invoice Preparation (W/O) option is used to automatically re-invoice expenses incurred on a given project. These expenses can be selected and grouped by work order and can be invoiced using cost plus or fixed price, based on the predefined settings. The invoices are generated and transferred to the Invoicing module, where they can be modified, printed and transferred to accounting.

This option creates a list of all transactions from the various expense options in the system (i.e. Project Purchase, Internal Purchase Order, Inventory to Project Transfer, Enter Hours, etc.), which are attached to the selected projects. The transactions are then grouped by work order.

The transactions are analyzed based on the business rules defined in Configuration or in the configurations for the project in question. These rules are used, among others, to determine which ones will be re-invoiced, the method for determining invoicing rates and the method for presenting invoices.

For single work order invoicing, the system can apply the profit and administration rates defined in Customer Management as long as the Use these configurations for Work Order Billing box is checked in Customer Management. If this box is not checked, the system uses the rates defined in Invoicing Contract (W/O).

PREREQUISITEs

Enter Work Orders or the Work Order field must be completed in an expense option.
Invoicing Contract W/O

Steps

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

Create an Invoice Preparation (W/O)

Select one or more Project to be invoiced.

If a master project is selected and the field include sub-projects is checked in Invoicing Contract (W/O), the system invoices all of the sub-projects in the master project. The system applies the invoicing parameters as specified in the invoicing project, of the master project. It is therefore not necessary to have an invoicing project for each of the sub-projects. By default, when invoicing sub-projects of a master project, the income from sub-projects is charged to the master project unless the Charge Income to Sub-projects box is checked. If checked, the income is allocated and distributed to the invoiced sub-projects.

If a sub-project must be invoiced separately, you must create an invoicing project for this sub-project.

Choose the Date Range for transactions to be invoiced.

If no date is specified, the system analyzes all transactions in the projects selected from the beginning. Entering a date range reduces the processing time.

Select the status of work orders to be invoiced and the types of items to be invoiced, if necessary.

The selection of work order statuses is only relevant if Invoice Preparation (W/O) is used to invoice transaction created with the Enter Work Order option.

Click Accept.

The system analyzes the data according to settings entered and displays a list of transactions to be invoiced grouped by work order. Transactions that are not linked to a work order are still displayed, but without a work order number.

You can display sub-projects in the grid by checking the Show Details by Sub-projects option in Configuration and displaying the sub-project column. If checked, the sub-project number is displayed in the grid for selecting work orders to be invoiced. Otherwise, only the master project is displayed. In this context, it is difficult to determine which projects the transactions to be invoiced are related to.

Select the work orders to be invoiced by checking the Selection column.

All information displayed in the Invoicing Method, Type, and By Date columns comes from Customer Management option or the Invoicing Project.

The name displayed in the In Charge column comes from Enter Work Orders window.

If necessary, check the transactions to be invoiced using the Selling Revision function.

When you click the Selling Revision icon, a screen opens and displays the transactions to be invoiced, related to the first work order selected. If multiple work orders have been selected, you can switch from one to another using the navigation icons on the toolbar.

The changes made in this screen must be saved separately for each work order to be effective during preparation.

You can change the Status column manually for a transaction. This allows you to change the status of a transaction to Non-Billable to indicate that this transaction should never be invoiced, or to change the status to Next invoice to indicate that the transaction will not be invoiced immediately, but that it must be redisplayed during the next invoicing cycle. By default, the transactions are considered billable if the activity in which they were entered is within the Invoic. Activities Range entered in Invoicing Contract (W/O).

A dropdown list allows you to select the transactions to be displayed on the screen. This lets you display the transactions entered for non-billable activities, which are not displayed by default. If necessary, you can change the status of these transactions to billable.

For more information about this screen, refer to help (F1) on Selling Revision.

You may choose whether or not you want to create separate invoices by checking the Create separate invoices for each selected work order box.

This check box can be selected or not by default, depending on the value entered in this field in the Configuration.

If you check this box, a separate invoice is created for each work order selected.

This configuration does not apply to invoicing projects in which the invoicing method is Date Unique W/O, Unique W/O, Multi Customers, Direct or Grouped Reference.

Click Invoice Preparation.

This function displays the details of what will be invoiced and the configuration errors, if applicable. You can hide the "Invoice Preparation (W/O)" report from the screen by checking the Do not print the Invoice Preparation report field by user in Configuration.

Answer Yes to the question "Do you want to transfer the orders to sales?" if the information generated is correct. The sale is created in the Enter a Sale option and the transactions are considered invoiced. If you click No, you will be able to make the necessary changes (in the selling price edit screen or by changing the invoicing parameters) and by repeating the invoice preparation procedure.

Invoice Preparation (W/O)

OBJECTIVE

PREREQUISITEs

Steps

Create an Invoice Preparation (W/O)

See also