Invoice Format window

A name for the invoice format

Make a selection:

Leave blank unless you are working with a consultant using a custom invoice design created with Crystal Reports.

Print company Information:

Prints the invoice on your company letterhead paper. This option leaves one inch at the top of each page for your company letterhead.

The First Page Only option prints it on company letterhead on only the first page of the invoice.

Prints your company logo, which you identified in the Company > Preferences > Billing tab > Invoice and Statement Logo field

The First Page Only option prints it on only the first page of the invoice.

Prints your company name on the invoice

The Bold option prints it in boldface.

Prints your company address on the invoice

The Bold option prints it in boldface.

Prints a company phone number on the invoice. It uses the number in the first phone number field on the General tab of the Company Preferences window.

The Bold option prints it in boldface.

The place on the invoice to print the company information

If you select Left - window envelope, the client information prints on the invoice so it fits in the address window of a #10 window envelope.

Print project:

Prints the project ID on the invoice along with the project name/billing description

Prints the billing description/project name in boldface

Prints the billing description/project name in all uppercase letters. If cleared, it prints the way you entered it when setting up the project.

Prints header text on the invoice. It prints the way you entered it when setting up company preferences, unless you changed it on the Project window or Client Invoice window.

Other positions:

If or where to print the page number

Where to print the billing contact

Where to print the project scope

The fold line is the first place the invoice is folded, which falls between the header information and the main content of the invoice. If you choose to print the project scope above the fold line, limit the project scope to two lines so the invoice fits properly in the window envelope.

Approvals:

Prints approval signature area on the right or left of the invoice, or not at all

Prints a signature line or a signature block

Signature line example

Approved by: __________________________

Signature block example

Approved by:

Nancy Albright

Senior Project Manager

To the right of the Style field, type any text that you want to appear near the signature. For example, you might type Approved by.

Only applies if you selected Signature Block in the Style field.

Select to print the name of the billing manager, project manager, or principal in charge, as entered in Setup > Projects > Project Info tab. You can also choose not to print a name.

Only applies if you selected Signature Block in the Style field, and a signer (not Don't Print) in the Signer field.

Page footer:

The information to print in the left, center, and right part of the page footer

If you select Text, you can type specific text in the field to the right.

Prints a line above the footer

Invoice total:

Prints the total in boldface

Prints a box around the total

Underlines the total

Prints a receivables aging summary at the end of the invoice

Prints the summary at the beginning or end of the invoice or not at all

Prints on the invoice summary only information for projects or phases with a billing type that is time and expense, fee-basedThe project or phase is contracted to bill for the value of the work performed, not for the actual time and expenses expended. These projects or phases are identified with a billing type of Fixed Fee, Percent Complete, Unit Price, or Percent of Construction Cost., or both time and expense and fee-based.

The billing type is entered in Setup > Projects > Project Info tab > Billing subtab.

Title for the invoice summary

Prints the summary on a separate page

Prints Time & Expense summaries on separate lines

Print phase:

Prints the phase ID

Prints the phase description (and the phase ID if you checked Print ID) in boldface

Prints the phase description (and the phase ID if you checked Print ID) in boldface

Prints the phase text that you entered when setting up the phases for your project

Prints the heading on the invoice. In field next to it, change the name, as needed

The contract amount for the phase

The percent billed (total billed divided by the contract amount) for the phase

The total billed amount for the phase

The remaining amount (contract amount minus total billed amount) for the phase

The percent remaining (remaining amount divided by the contract amount) for the phase

Indicates where to print the fee-type information

Prints information horizontally (in columns with headings at top) or vertically (stacked rows with headings on the left)

Prints the number of units associated with any amounts for unit price projects. In addition to printing a row for the amounts, it also prints a row for units.

Example

Prints the amounts for construction cost as entered for the project

Example

Print phase:

Prints the phase ID

Prints the phase description (and the phase ID if you selected Print ID) in boldface

Prints the phase description (and the phase ID if you selected Print ID) in uppercase

Prints the phase text that you entered when setting up the phases for your project

Each Amount field on this window represents a column on the invoice. The top-to-bottom order of the columns on the window appear as left to right on the invoice. However, if you selected Vertical in the Style field, the Current Billed column always appears last.

Select an option in the Amount field to include a column on the invoice. If you select None, a blank column appears on the invoice. Change any column title by typing a new one in the Heading field next to it.

The contract amount for the phase

If the billing type is Unit Price and you select the Show unit price units check box, the contracted units also print.

The percent billed (total billed divided by the contract amount) for the phase

The prior billed amount (total billed amount minus the current billed amount) for the phase

If the billing type is Unit Price and you select the Show unit price units check box, the prior billed units also print.

The total billed amount for the phase

If the billing type is Unit Price and you select the Show unit price units check box, the total billed units also print.

The remaining amount (contract amount minus total billed amount) for the phase

If the billing type is Unit Price and you select the Show unit price units check box, the remaining units (contract units minus total billed units) also print.

The percent remaining (remaining amount divided by the contract amount) for the phase

Options are:

• Activity type - Prints the Labor section first with the labor for all phases, then the Expense section with the expenses for all phases, and then the Consultant section with the consultant charges for all phases.
• Phase - Prints a section for each phase. The labor, expenses, and consultant charges print for each phase before breaking for the next phase.

Prints subtotals for activity type or phase (the option you selected for the primary group)

If you selected Phase for the primary group, this option prints text for the phase. If you selected the Summarize phases check box when setting up a billing group for the project, the text for the billing group prints instead.

If you selected Activity for the primary group, this option prints activity type text for labor, expense, or consultant.

If you selected Phase for the primary group, select this check box to print in boldface the title for the phase (as entered in Setup > Projects > Project Info tab > Invoice subtab > Billing description field).

If you selected Activity Type for the primary group, select this check box to print the title for Labor, Expenses, and Consultant in boldface.

If you selected Phase for the primary group, select this check box to print in all uppercase letters the title for the phase (as entered in Setup > Projects > Project Info tab > Invoice subtab > Billing description field).

If you selected Activity Type for the primary group, select this check box to print the title for Labor, Expenses, and Consultant in all uppercase letters.

If you selected Phase for the primary group, then Activity Type automatically appears for the secondary group.

If you selected Activity Type for the primary group, use the secondary group to indicate if you want to print phase information for each activity type.

Prints subtotals for activity type or phase (the option in the secondary group)

If you selected Phase for the secondary group, this option prints phase text. If you selected the Summarize phases check box when setting up a billing group for the project, the text for the billing group prints instead.

If you selected Activity for the secondary group, select this check box to print activity type text for labor, expense, or consultant.

If you selected Phase for the secondary group, select this option to print in boldface the title for the phase (as entered in Setup > Projects > Project Info tab > Invoice subtab > Billing description field).

If you selected Activity Type for the secondary group, select this option to print the title for Labor, Expenses, and Consultant in boldface.

If you selected Phase for the secondary group, select this check box to print in all uppercase letters the title for the phase (as entered in Setup > Projects > Project Info tab > Invoice subtab > Billing description field).

If you selected Activity Type for the secondary group, select this option to print the title for Labor, Expenses, and Consultant in all uppercase letters.

Does not print subtotals when there is only one line

Does not print detail information when amount to bill is zero

The description for Labor, Expense, or Consultant that prints at the beginning of this section.

When you have billing rates that are calculated as a markup of cost, this option sums the (Labor, Expense, or Consultant) cost and applies the markups to the (Labor, Expense, or Consultant) total. The amount prints on the invoice at the end of the (Labor, Expense, or Consultant) section.  

See also: Changing the billed amount when printing markups as part of totals.

Prints on the invoice any notes that you entered through Manage > Time & Expense, Manage > Vendor Invoices, Manage > In-house Expenses, or Manage > Client Invoices. If you are summarizing entries and more than one entry has notes, the notes print together, one after the other, on the invoice.

Print columns for:

On Labor tab only. Hours for labor. Available if Print Markups as Part of Labor Total is cleared.

On Expense and Consultant tab only. Available if Print Markups as Part of (Expense or Consultant) Total is cleared.

Cost rate. Available if Print Markups as Part of (Labor, Expense, or Consultant) Total is cleared.

Cost amount. Available if the Print Markups as Part of (Labor, Expense or Consultant) Total is cleared.

Markup. Available if Print Markups as Part of (Labor, Expense, or Consultant) Total is cleared.

Billing rate

Billing amount always appears on the invoice

Prints subtotals for the detail group

Prints the detail group description in boldface

Support options:

Prints the supporting detailBackup information that provides more detail for the amounts on client invoices. You can print it and print timesheets for time applied to the client invoice. You can print it for draft and final client invoices. On draft invoices, it has a title of Pre-Billing Worksheet (unless you change it in the invoice format used by the client invoice). It prints on a separate page at the end of the invoice.

The title that prints on the supporting detail. If you want to print a heading other than Pre-Billing Worksheet for draft invoices or Invoice Supporting Detail for final invoices, change the name in the Heading field.

Prints notes that were entered on timesheets, expense reports, vendor invoices, and in-house expenses

Prints the phase summary

Each type of invoice transaction you want to include in the supporting detail:

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Includes phases that have a billing type of Marketing

To include work-in-progress (WIP) for marketing phases, select a WIP status of Nonbillable.

Timesheet options:

Prints timesheets

As part of the supporting detail, you can also print timesheets for all employees who had time applied to the invoice.

Prints the project and phase IDs, in addition to project and phase names, on the timesheet

Prints information about who approved a timesheet and when

Prints an area on the timesheet for an employee signature

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