Billing Detail

Enter, or use Lookup to select, the customer being invoiced. A customer is required for all project invoices. The customer name displays in the unlabeled field to the right.

Select the status of the invoice. A status of "Selected" indicates that this invoice is ready to be posted.

A status of "Unselected" indicates that the invoice is still being processed and reviewed. Unselected invoices will not be posted.  Once you have changed the status of an invoice to "Selected," you can no longer edit that invoice.

Enter the purchase order related to this invoice. This should be the purchase order from the customer being invoiced.

Enter the invoice number for this invoice. The combination of project and invoice must be unique on a system-wide basis.

Enter, or use Calendar Lookup to select, the invoice date. The system date defaults into this field.

Enter, or use Lookup to select, the terms of the invoice. The terms were initialized in the Customer Terms screen. The terms selected in this field determine the due date of the invoice.

Enter, or use Calendar Lookup to select, the due date for this invoice. Receivables are aged based on due date. The due date defaults in based on the terms selected.

The currency used to bill this invoice displays in this field. To change this billing currency, use the Exchange Rates subtask.

Enter, or use Lookup to select, the sales tax code you want to display as the default on invoice lines.

If you enter a code in this field, the Taxable field in the table window will automatically display as "selected." This sales tax code will default into the Tax Code field. The rate in the sales tax table for this code will default into the Tax Rate field. The Tax Amount will be calculated based on the Tax Rate multiplied by the Total Unit Amount less discounts.

Enter the tax exempt ID for this tax code, if applicable.

Use this field to attach a file to your project product bill. You can use this feature to attach a copy of this bill, the section of the contract that defines the billing requirements, documentation for the bill such as timesheets or vouchers, or other information regarding contract funding. After posting the bill, you can use Impromptu to access the bill and the document location. You should attach documents before you post the bills.

Enter the location of the file that you want to attach to your bill. You can also select the Browse for file pushbutton to the right of this field to open a dialog and navigate your network to locate the file that you want to attach to your bill.

Use the Open file pushbutton to view the attached file. The system displays an error message if no document location has been entered.

Note:  You can save a copy of this bill in the document location. After making your final edits, set the Status to "Selected" and use the Print Project Product Bills screen (Projects\Transactions\Billing) to print the bill to a file in the document location.

If this checkbox is selected, this indicates that the bill has been included in a WAWF file. Although you can edit this checkbox, you should exercise caution when doing so because it may cause the file to be included in more than one WAWF file.  

If the bill has been included in a WAWF file, this field will display the file name.

If the bill has been included in a WAWF file, this field will display the output path used when the file was created. If the Included in WAWF File checkbox is selected and this field is blank, you must enter the output path used when the file was created.

This non-editable field displays a running invoice total of item cost amounts for all invoice lines.

This non-editable field displays a running invoice total of discount amounts for all invoice lines.

This non-editable field displays a running invoice total of sales or value added tax amounts for all invoice lines.

This non-editable field displays a running invoice total of the other charges for all invoice lines.

This non-editable field displays the total amount of the invoice net of discounts, sales tax, and shipping charges. This amount will be posted as the billed receivable and invoice amount.

This non-editable field displays the net invoice amount.

This field displays the reduction to the invoice price for the progress bills that the customer has already paid. Progress payment bills are calculated and printed in other processes.

Use this screen when you bill the customer for shipment of a finished good, which means the bill is a "Delivery" invoice. In the table window, the individual lines contain the items and prices that you are billing.

Use this field only if the project uses progress payment bills. Progress payment billing is used on projects that require a long lead time before deliveries are made or when substantial amounts of money must be expended before the contractor becomes eligible for partial payments on deliveries. Under this arrangement, you can submit interim bills that cover a percentage of your expenditures, even though deliveries may not have been made.

The system calculates this field as the lower of the following two values:

1. The total invoice amount times (100% minus the liquidation rate entered in the 1443 Info tab of the Project Billing Information screen), or

2. The amount of progress payment bills remaining to liquidate, which is defined as: the sum of liquidations taken on all delivery invoices fully paid added to the sum of liquidation amounts on all delivery invoices not paid to arrive at the sum of all liquidations. The system subtracts the sum of all liquidations from the sum of all progress payment bills in the Accounts Receivable History files to arrive at the amount of progress payment bills remaining to liquidate. This field can be edited.

When you post this invoice, the entry that is made depends on the posting method you selected in the 1443 Postings group box in the Billing Settings screen.

This non-editable field displays the type of invoice for this project. For projects that bill using progress payment bills, the invoice type is "Delivery;" for all other projects, the invoice type is "Standard." Projects that have a billing formula of "Progress Payment" are the only projects allowed to have delivery invoices.