Client Invoice window

All transactions later than the cutoff date are given a status of Defer and automatically included on the next invoice if within the new cutoff date. Any Defer transactions earlier than the new cutoff date are changed to billable and attached to the invoice.

The date of the invoice. You cannot change it if the status is Final or Write-off.

The invoice number. You cannot change it if the status is Final or Write-off.

View only - The prepayments available for the invoice group

Transaction date. If you change it to be later than the invoice cutoff date, Ajera removes the transaction from the invoice and assigns it a status of Defer.

The phase of the project associated with the transaction

The activity of the transaction

View only - Employee who worked the time entered

The hours for the transaction that are billed. If you change it, the change does not affect the hours worked.

The rate at which hours are billed. If you change a rate based on markups, it becomes a flat rate.

The amount billed on the invoice for the transaction. If you change an amount based on markups, it becomes a flat rate. See Changing the billed amount when printing markups as part of totals.

Optional columns:

The project associated with the invoice

View only - If a check mark appears in this column, you can print this client invoice as Final and bill the client. If this column is not visible, click (Customize) and select the Can final bill check box.

If your billing rate tables are based on effective cost, you can invoice salaried time only after running payroll because this is when Ajera calculates the effective cost rates.

The employee type used for billing

The hours for the transaction that were worked

View only - Indicates if hours worked were regular or premium time, such as overtime

View only - The cost rateThe rate that reflects the actual cost without overhead or profit. For labor, it is the per hour rate paid to an employee. For salaried employees, it is the salary divided by the number of standard hours in the pay period. For hourly employees, it is the regular pay rate. For expenses, it is the rate per unit for expenses, such as mileage and copies.

View only - The cost amountThe amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants.

View only - The markupAn increase to a cost by a specified percentage to reflect direct personnel expense (DPE), overhead, and/or profit. The types of markups are cost markup, billing markup, and premium markup. rates

The date a transaction is written off

The amount of sales tax

View only - The transaction date

The phase of the project associated with the transaction

The activity for the transaction

View only - The vendor associated with the transaction

The units billed on the invoice

The rate at which unit are billed. If you change a rate based on markups, it becomes a flat rate.

The amount billed on this invoice for this transaction. If you change an amount based on markups, it becomes a flat rate. See Changing the billed amount when printing markups as part of totals.

Optional columns:

View only - The activity of the transaction

The project of the transaction

The cost of the units. If you change the cost units, Ajera updates the billed units.

View only - A description of the units

View only - The cost rateThe rate that reflects the actual cost without overhead or profit. For labor, it is the per hour rate paid to an employee. For salaried employees, it is the salary divided by the number of standard hours in the pay period. For hourly employees, it is the regular pay rate. For expenses, it is the rate per unit for expenses, such as mileage and copies.

View only - The cost amountThe amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants.

View only - The markupAn increase to a cost by a specified percentage to reflect direct personnel expense (DPE), overhead, and/or profit. The types of markups are cost markup, billing markup, and premium markup. rates

View only - The date a transaction was written off

The amount of sales tax on the transaction

View only - The phase of the project associated with the transaction

View only - The contract amount for the transaction

The amount billed on the invoice for the transaction

Optional columns:

View only - The activity of the transaction

View only - The previously billed total for the phase and activity

The billing amount plus the prior billed amount

The amount of sales tax on the transaction

The amount of the contract available to bill

The amount of billable work-in-progress associated with the invoice. Any WIP with a status of Hold or Defer is not included.

View only - The phase of the project associated with the transaction

View only - The contract amount for this transaction

The percent of the contract amount billed on this invoice for the transaction

The amount billed on the invoice for the transaction

Optional columns:

View only - The activity of the transaction

View only - The percent of the contract amount that has already been billed

View only - The previously billed total for the phase and activity

The percent of the contract amount that has been billed for this phase and activity

The billing amount plus the prior billed amount

The amount of sales tax on the transaction

The amount of the contract available to bill

The amount of billable work-in-progress associated with the invoice. Any WIP with a status of Hold or Defer is not included.

View only - The phase of the project

View only - The number of units for the transaction

View only - The rate at which units are billed

View only - The contract amount for the transaction

The number of units billed on the invoice for the transaction

The amount billed on the invoice for the transaction

Optional columns:

View only - The activity for the transaction

View only - A description of the units

View only - The number of units already billed for the phase and activity

View only - The previously billed total for the phase and activity

The billing units plus the prior billed units

The billing amount plus the prior billed amount

The sales tax on the transaction

The number of units available to bill

The amount of the contract available to bill

The amount of billable work-in-progress associated with the invoice. Any WIP with a status of Hold or Defer is not included.

View only - The phase of the project

Viewonly - The contract amount for the transaction

The percent of the contract amount billed for the transaction

The amount billed on the invoice for the transaction

Optional columns:

View only - The activity type for the transaction

View only - The percent of the contract amount that has already been billed

View only - The previously billed total for the phase and activity

The percent of the contract amount for this phase and activity that has already been billed

The billing amount plus the prior billed amount

The sales tax on the transaction

The amount of the contract available to bill

The amount of billable work-in-progress associated with the invoice. Any WIP with a status of Hold or Defer is not included.

The name of the adjustment. It cannot be changed.

The activity type of the adjustment. It cannot be changed.

If you entered an amount, the field contains the amount of the adjustment you entered.

If you entered a percent, Ajera calculates it and enters the amount for you. If you then change the amount, Ajera displays a message to let you know that it can no longer automatically calculate the amount as the billed amount changes for the project. Ajera displays (m) in the heading of the Adjustment Amount column to indicate that you must now manually change the amounts for all percent-based adjustments listed on this tab.

Optional columns:

View only - Indicates if the adjustment is a flat amount or based on a percent

View only - The contract amount of the adjustment

View only - The previously billed total for the phase and activity

The billing amount plus the prior billed amount

The sales tax on the adjustment

View only - The amount of the contract available to bill

Invoice text:

Enter text that you want to print on the invoice below the client mailing address.

If you entered header text in the Company > Preferences > Billing tab > Invoice Header Text field, that text appears in this field and prints on client invoices for all projects, unless you change it here for this invoice. (If you use multi-company, the header text is on the Billing/Payroll tab of the Company > Companies window.)

If you entered header text in the Setup > Projects > Project Info tab > Invoice subtab > Header Text field, that text appears in this field and prints on all client invoices for the project, unless you change it here for this invoice.

You can reenter header text from the Project window by right-clicking and selecting Refresh header text.

Either type the text or click . If you do not want the text to wrap to the second line on the invoice, press the Enter key where you want the first line to end.

Enter text that prints on only the last page of the invoice. You may choose to use it to print a holiday greeting or contract information. There is no length limit.

If you entered footer text in the Company > Preferences > Billing tab > Invoice Footer Text field, that text appears in this field and prints on client invoices for all projects, unless you change it here for this invoice. (If you use multi-company, the footer text is on the Billing/Payroll tab of the Company > Companies window.)

If you entered footer text in the Setup > Projects > Project Info tab > Invoice subtab > Footer Text field, that text appears in this field and prints on all client invoices for the project, unless you change it here for this invoice.

You can reenter footer text from the Project window by right-clicking and selecting Refresh footer text.

Invoice amounts:

Enter the prepayment amount you want to apply to the invoice.

The prepayment amount available appears in the Prepayments Available field in the main window of the client invoice. You cannot apply more than the available amount.

Any change you want to make to the final amount on the invoice, such as a discount. Type a minus sign (-) to indicate a negative adjustment.

A description for the adjustment

The category of the attachment

An attachment category is a group of files with similar characteristics (for example, RFPs). You can set up categories if your security settings give you access to them.

The name of the attachment