Overview
After completing Selection Criteria, Posting Accounts and clicking Run, the Invoices tab will load with a grid of all projects that meet the specified criteria. 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 Unprintable projects by clicking Show from the toolbar.
Once loaded, invoices can be processed one at a time or en masse. Use the check boxes to select the invoice(s) for processing and then leverage the listed Actions to process the invoice(s).
Field Descriptions
Toolbar Actions
| • | Show - Show/Hide listed invoices based on printable status |
| o | Printable - Project has billable dollars |
| o | Unprintable - Project does not have billable dollars. Select this option to print zero dollar invoices. |
| o | Both - Shows all invoices |
| • | Assign - Assigns an invoice number to checked invoices |
| • | Reset - Rolls back invoice assignment |
| • | Preview - Renders a .PDF preview of the selected invoices. Note, multiple invoices can be rendered to create one .PDF containing multiple invoices. Once clicked, the Preview dialogue contains the following options |
| o | Open (+ button) - Opens the rendered .PDF file |
| o | Save - Saves the rendered .PDF |
| o | Print - Prints the rendered .PDF. Note, printing from this dialogue treats all invoices as a single document. If you are using double-sided printing or collation, it is best to use the Print button listed on the toolbar (see below). |
| o | Arrows (Up & Down) - Scroll through the rendered .PDF |
| o | Find - Use to search the rendered .PDF |
| o | Magnifying Glasses - Use to adjust the zoom of the rendered .PDF |
| • | Print - Prints the selected invoices |
| • | Post & Archive - Launches the Invoice Post & Archive dialogue where invoices can be posted to the Sales Journal and Archived to Document Management or a folder. Note, also supports Post only. |
| • | Print Labels - Print labels for the current invoicing session |
Automated Invoicing Grid
| • | Check/Uncheck All - Selects/Deselects all listed invoices |
| • | Selection box - Check to select invoice for processing |
| • | View - Renders a preview of a single invoice. Once clicked, the View dialogue contains the following options |
| o | Navigation Arrows - Used to browse through pages |
| o | Refresh - Refreshes the preview |
| o | Print - Prints the previewed invoice |
| o | Print Layout - Displays the print layout of the invoice |
| o | Page Setup - Used to adjust the page setup options for printing |
| o | Save - Saves the previewed invoice with support for multiple formats (e.g. Excel, Word DOC, .PDF, etc.) |
| o | Drop Down - Adjusts the zoom level of the previewed invoice |
| • | Status - Invoice status (None, Assigned, Posted) |
| • | 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. |
| • | SalesID - Once you Post, this fills in with the SJID (Sales Journal Identification number). |
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