, and then select the date. If you have already created detail lines, the lines will be updated with this date.Use Project Invoice to invoice the charges you have incurred on projects. There are multiple invoice formats to select from that ship out-of-the-box. Each project will have a default invoice assigned to it in Project under Projects.
Select Projects | Project Invoices. The Main tab appears.
A value is automatically assigned in the Number box. This value becomes the invoice number when you save for the first time.
In Status, select a status based on the current state of the project invoice. Valid options include the following:
Pending – Used for a project invoice that is not finished or that will have more time and/or expenses added.
Submitted – Used if the project invoice is finished and ready to be approved.
Approved – Used if the project invoice is submitted satisfactorily. Approving is performed by a team leader, project manager, etc.
Note: After the invoice is approved, you can click Customer Invoice to view the invoice in Receivables.
Template – Used if the project invoice will be used as a guide for future project invoices.
If you want to void or reverse an invoice after it is approved, click Reverse Invoice. When a project invoice is voided or reversed, the detail lines included on that invoice become eligible to be invoiced on a different invoice. This allows adjustments, write ups, and write downs to be made to the detail lines as part of a new project invoice.
Select the period to which you want to post this invoice from the Period dropdown list.
In Date, specify the date that you want to assign to the invoice. Or, click Calendar , and then select the date. If you have already created detail lines, the lines will be updated with this date.
Type a description for the project invoice in Description. Up to 250 characters may be entered to describe the invoice.
(Optional) Specify a unique number in Session Reference. This field is for information only and can be used to group project invoices for reporting.
In Project, specify the project ID for which you want to create a project invoice or click Lookup 
to open Project Lookup, and then select the project from the dropdown list.
Project Manager displays the name of the project manager who is associated with the project ID that was just entered.
Customer displays the name of the customer who is associated with the project ID that was just entered.
Contract Type displays the contract type that is associated with the project ID that was just entered.
Revenue Recognition Method displays the revenue recognition method that is associated with the project ID that was just entered.
Currency displays the currency of the customer who is associated with the project ID that was just entered.
Exchange Rate is display-only and is set based on the Date and the entries in the Exchange Rate Tables for the applicable currency. If the actual date does not exist in the applicable exchange rate table, the nearest, prior date from the table is used.
Note: Currency and Exchange Rate are included only if you are using Multicurrency in your Beyond Software system.
Click Update Detail to populate the detail lines for the invoice. For information about the entries that are added, open the About Project Billing Schedules topic and review each of the referenced invoicing topics. The last step in each Process section describes the entries that are added to the detail area of the invoice.
Note: In order for the Detail area to receive applicable expense updates, the vendor invoices that are created for approved expense reports must be posted. If the Vendor Invoice Posting Option on the Project Policies screen, Expense tab is not set to Post All, and if expense entries are missing after you select Update Detail, you will need to post the vendor invoices manually using the Vendor Invoice and Adjustment screen.
Also, if Create Vendor Invoice from Approved Expense Report is not selected on the Project Policies, Expense tab, then it must be done manually in order for the expense to get added here.
Click Select All to select all detail lines for inclusion on the invoice.
Click Clear All to clear all detail lines from inclusion on the invoice.
Click Write Off to write off amounts that you will not bill to the customer now or ever. Options include:
All Labor – Used to write off all labor entries.
All Expenses – Used to write off all expense entries.
Items Exceeding Budget – Used to write off detail lines exceeding the budget.
Items Included in Budget – Used to write off detail lines included in the budget.
Note: You can also write off individual detail lines. See Detail area.
Individual time and expense entries for the selected project ID are displayed in the detail section. The detail lines may be edited to further identify what the time and expense entries represent, to write up or write down entries, or to write off individual detail lines.
Nbr represents the reference number assigned to the detail line when it was created.
The Select check box is selected by default and indicates that the detail line is to be included on the invoice. To leave one or more lines off the invoice, you can clear the check box. The line(s) can be invoiced at another time.
Note: If the Billable Selection feature is enabled in Project Policies for time and/or expense entries, and if Billable was not selected for an applicable detail line, then the Select check box for the line is cleared by default. Options for the entry are explained below in the field description for Close.
Verify that the values in the grid are correct:
Project Account – Defaults to the project account set up in Project. A different account may be selected.
Item ID – Enter the inventory item ID for the detail line being billed.
Billable – Display only. Indicates whether the entry was marked as billable to the client, when the time or expense was entered.
Billable Units – Display-only
Billable Amount – Display-only
Invoice Units – Represents the units or hours for the detail line and may be overridden to write up, write down, or write off the value.
If you change this value while the Close check box is selected, the change is processed as a write-off, and the Write Off Units field is calculated automatically.
If you clear the Close check box and then change this value, the change is processed as a partial payment. The remaining units are saved for subsequent invoicing. You should also change the Invoice Amount field, when applicable.
Invoice Amount – Represents the amount for the detail line, calculated by units multiplied by billing rate and may be overridden to write up, write down, or write off the detail line.
If you change this amount while the Close check box is selected, the change is processed as a write-off, and the Write Off Amount field is calculated automatically.
If you clear the Close check box and then change this amount, the change is processed as a partial payment. The remaining amount is saved for subsequent invoicing. You should also change the Invoice Units field, when applicable.
Write Off Units – Specify the units that you want to write off.
With the Close check box selected, if the Invoice Units value was overridden, the difference between the Invoice Units and Billable Units will appear here automatically.
If the Close check box is cleared, for a partial payment invoice, this field can be used but is not calculated automatically. (The Write Off Units field remains enabled, but you should use it only if you also need to write off a portion of the units on the detail line.)
Write Off Amount – Specify the amount that you want to write off.
With the Close check box selected, if the Invoice Amount was overridden, the difference between the Invoice Amount and Billable Amount will appear here automatically.
If the Close check box is cleared, for a partial payment invoice, this field can be used but is not calculated automatically. (The Write Off Amount field remains enabled, but you should use it only if you also need to write off a portion of the amount of the detail line.)
Close – This check box is selected by default and indicates that the billing line is a full bill. While selected, any changes to invoice units/amount will be calculated as write-offs.
In order to bill for a partial payment on a line, you must clear this check box first and then change the invoice units/amount. This leaves the remaining units/amount for subsequent invoicing.
Notes:
If the invoice units/amount + write-off units/amount = billable units/amount, the Close check box will be selected automatically.
The check box is also selected automatically, and cannot be changed, for manually entered billing lines.
If the Billable Selection feature is enabled in Project Policies for time and/or expense entries, and if Billable was not selected for an applicable detail line, then the Close check box for the line is cleared by default. These are your options:
To leave the line off the current invoice but allow it to be retrieved for a future invoice, leave Select and Close cleared.
To leave the line off the current invoice and close the line so it will no longer be retrieved, leave Select cleared and select the Close check box.
To allow the line to be billed and closed, select the Select check box, specify invoice units and amount, and select the Close check box. When one or more non-billable items are included on an invoice, and the invoice is saved with a status of Submitted or Approved, a warning message is displayed. You can proceed by selecting OK.
Invoice Project Account – Defaults to the invoice project account set up in Project. A different account may be selected.
Write-Off Project Account – Display-only
Task – Displays the task selected when the detail line was entered.
Task Description – Displays the task description selected when the detail line was entered.
Date – Display-only
Resource Name – Displays the name of the resource associated with the detail line at time of entry.
Labor Category – Displays the labor category selected when the detail line was entered.
Subject to Max – Select this check box if the billing of this project is subject to a maximum amount. This only applies to projects with a Contract Type of Time and Expenses to a Maximum.
Comment – Displays the comments entered when the detail line was created. You may edit the comment as needed to appear on the invoice as you desire.
Prior Invoice Units – Displays the total units previously invoiced for a detail line that is partially billed.
Prior Write Off Units – Displays the total units previously written off for a detail line that is partially billed.
Prior Invoice Amt – Displays the total amount previously invoiced for a detail line that is partially billed.
Prior Write Off Amt – Displays the total amount previously written off for a detail line that is partially billed.
Located under the grid, review the following totals as a check to confirm that you have selected all lines that you want to include on the project invoice.
Invoice Units – Displays the total number of units to be invoiced on the current project invoice.
Billable Units – Displays the total billable units (hours) on the current project invoice.
Budget – Displays the total budget amount for the project invoice as defined in Project.
Prior BTD – Displays the total billed to date amount before the current project invoice.
Billable – Displays the total amount billable on the current project invoice.
Write Off – Displays the total amount written off on the current project invoice.
Invoice Amt – Displays the total invoice amount on the current project invoice.
Remaining – Displays the total amount eligible to be billed on this project after you process the current project invoice.
Invoice Message tab
In Invoice Message, type a specific message that you want to include on the project invoice. Use the style buttons to define the placement of the message as Align Left, Align Center, Align Right, or Align Justified.
Billing Summary tab
Fixed/Maximum – If the invoice is for a project with a contract type of Fixed Price or Fixed Price to a Maximum
Time and Materials – If the invoice is for a project with a contract type of Fixed Price to a Maximum or Fixed Price Plus Expenses, the amount of the expenses will display in this field.
Total – This row displays the total of each column.
Note: Each row displays the Budget, Prior BTD, Billable, Write Off, Invoice Amt and Remaining columns as they relate to the specific row.
Budget Summary tab
Project Account – Displays the project account associated with the budget for the project ID on the invoice.
PO and Line num – PO number and PO Line Number entered on the Budget tab of Project under Projects.
Budget – Displays the budget amount associated with the project ID on this invoice.
Billed Prior – Displays the prior billed amount against the budget for the project ID on this invoice.
Being Billed – Displays the amount being billed against the budget for the project ID on this invoice.
Remaining – Displays the remaining budget amount for the project ID on this invoice.
After opening/creating an invoice, you can select a Beyond Software printing function from within the Project Invoice screen by clicking the down arrow on the main toolbar print button. You can select from these options:
Print Screen – Choosing this option takes a snapshot of the data displaying on the screen so that you can save it to a file or print it to a printer.
Print Detail Grid – Choosing this option takes a snapshot of only the grid area that is displaying on the screen so that you can save it to a file or print it to a printer.
Print Project Invoice – Choosing this option will provide a Print Preview of the invoice using the invoice format defined for this project in the Project Invoice Format field on the Billing Information tab in Project. When you are satisfied with the format, you may save to a file, print to a printer, or save to an archive.
Note: When the Report Options dialog opens, select the Display as Quote check box to have the information printed as a Quote; otherwise it will be printed as an Invoice. The printed form will include the word 'Quote' when this check box is selected. Also, when the Display Zero Amount Contract Items check box is selected, detail lines with zero hours (0.0) and zero dollars ($0.00) will print the comments on the invoice.
Print Formatted – Choosing this option will allow you to select from any available invoice format. This is particularly helpful when producing invoices that contain more or less information than the default format.
Note: All printing in the Beyond Software system first produces an on-screen version that you can review before you print a physical copy.
Also, several invoice formats include the previous balance on the invoice. The Previous Balance amount and Payments Received amount is calculated as follows:
The Previous Balance = Net of (Sum of Invoice Amounts - Sum of Payments - Sum of Discounts - Sum of Adjustments - Sum of Write-offs) when the Document Date <= Last Invoice Date
The Payments Received = Net of(Sum of Payments - Sum of Discounts - Sum of Adjustments - Sum of Write-offs) when the Document Date > Last Invoice Date
Once you know the Last Invoice Date, you can use the Project ID, Doc Date, and Document Type columns on the Customer Activity Console under Financials | Consoles to compare the amounts shown on the invoice to the amounts in the console. This serves as a good way to cross check your expectations.
The invoice formats affected include:
Project Invoice Detail With Balance and Item
Project Invoice Detail With Balance With Logo
Project Invoice Detail With Desc Balance and Logo
Project Invoice Detail With Balance, Item and Logo
Project Invoice Detail With Balance
Project Invoice Detail no Desc With Balance and Logo
See also Print Invoices and Print Project Invoices.
Q: How do I write off project time?Q: How do I write off project time?
A: You can write off some or all of the project time in the invoice Detail area.
To write off some of the project time:
Leave the Close check box selected for the detail line.
Use the Invoice Units/Invoice Amount fields to specify how much of the line to bill or use the Write Off Units/Write Off Amount fields to specify how much of the line to write off. The corresponding fields are calculated automatically in either case.
To write off all of the project time:
Select the Write Off button above the grid and then select All Labor.
A: Yes. To create a partial payment invoice, first clear the Close check box for the line(s) to change. Use the Invoice Units/Invoice Amount fields to specify how much to bill at this time. Do not use the write-off fields unless you also need to write off a portion of the line.
A: Yes. To create a partial payment invoice with a write off, first clear the Close check box for the line(s) to change. Use the Invoice Units/Invoice Amount fields to specify how much to bill at this time. Then update the Write Off Units/Write Off Amount fields to write off a portion of the remaining line, making sure that the invoice units/amount + write-off units/amount do not equal the billable units/amount. Otherwise, the Close check box will be selected automatically.
A: Yes. If your organization is using the Beyond Mobile Billable Selection feature, then the Detail area of a project invoice will include a Billable check box column showing whether or not time and expenses were marked as billable when entered by the resource.
To include a detail line on the invoice for a line that is not marked as billable, select the Select check box for the line, specify the Invoice Units/Invoice Amount to bill for, and, if the entry is a full bill, select the Close check box. Write-offs and partial billing are allowed, as described in the other Q & As in this section.
Note: When one or more non-billable items are included on an invoice, and the invoice is saved with a status of Submitted or Approved, a warning message is displayed. You can proceed by selecting OK.