Invoices Tab Accounts Receivable>Automated Invoicing

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Overview

After completing Selection Criteria and Posting Accounts. A grid of all projects that meet the specified criteria will appear. Some projects, while listed, will not be able to print an invoice due to either 1) no dollars calculated or 2) no invoice design. You can optionally show printable or no printable projects (seen at the top of the Invoices tab).

Note - The screen is designed so that a user can review, print, and post invoices one at a time or en mass. Seven actions can be performed against each individual invoice. These actions are listed below.

 

Field Descriptions

Actions

•View Active - This action shows an invoice preview of the selected invoice.
•Assign Selected -  This action assigns an invoice number to the selected invoice. Prior to this the invoice number is Draft.
•Reset Selected -  This action resets the invoice number from the selected invoice to Draft.
•Print Checked - This action sends the selected invoices to the printer.
•Print Assigned - This action sends the Assigned invoices to the printer.
•Post Checked -  This action posts the selected invoice to Sales Journal. Only invoices with an assigned invoice number can be posted.
•Post Assigned -  This action posts the Assigned invoices to Sales Journal. Only invoices with an assigned invoice number can be posted.
•Archive Checked - When selected, you get the Invoice Archival pop-up.  This action will archive the checked invoices. More on the Invoice Archival pop-up
•Archive Assigned - When selected, you get the Invoice Archival pop-up.  This action will archive the invoices that have been assigned an invoice number. More on the Invoice Archival pop-up

 

Note - In order to Archive an invoice, you must have Posted it so that it has an SJID number.

 

•Email Posted - Emails posted invoices to designated recipients. Recipients are designated in Clients>Billing Tab or Projects>Billing Tab (email override)
•View Active (Coversheet) - View coversheet (if any) for selected invoice. More on Invoice Groups

 

Automated Invoicing Header

•Check / Uncheck All - When checked, all of the invoices will be checked/unchecked.
•All, Printable, Unprintable - By clicking between these three buttons, you are able to filter out the invoices that you would like to print. Users are able to print zero dollar invoices by selecting "Unprintable" and selecting one of the print options.
•Print Labels - When selected, you are able to print label for the current invoicing session.
•Hide Posted - By checking this box, you will hide all invoices that have been posted.

 

Automated Invoicing Grid

•Firm - Client associated with the project being invoiced.
•Project Path - Path of Project being invoiced.
•Project Name - Name of Project being invoiced.
•Invoice No. - Invoice number. When an invoice number has not been assigned, this will display Draft.
•Labor - The total amount of Labor transactions to be billed on the selected invoice.
•ODC - The total amount of ODC (Other Direct Charge) transactions to be billed on the selected invoice.
•OCC - The total amount of OCC (Out of Contract Consultant) transactions to be billed on the selected invoice.
•Fixed Fee - The total amount of Fixed Fees (or Lump Sums) to be billed on the selected invoice.
•Retainer - The total Retainer amount being applied to the selected invoice.
•Retainage - The total Retainage amount being applied to the selected invoice.
•Taxes - The total amount of Taxes being applied to the selected invoice.
•SJID - Once you Post, this fills in with the SJID (Sales Journal Identification number).