Sections Tab of Invoice Template Editor

Use the Sections tab to determine the order of sections in an invoice and section labels and options. The options that display on this tab are dynamic, changing based on the invoice section that you select in the Section Order box.

Contents

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Field

Description

Section Order

This box lists all of the sections that can be included on an invoice. Use the Section Order box to: Select an invoice section to format. When you select an invoice section, the corresponding formatting options display on the tab. Change the order of the sections on the invoice. Select an invoice section, and then use the Move Up and Move Down buttons to move the section. The Outstanding AR and Billed-To-Date sections must be the last two sections on an invoice.

Section Labels/Options Section

The contents of this section change, depending on the section you select in the Section Order list.

Field	Description
Fee	The following fields display when you select Fee in the Section Order list : Fee Heading: Enter the label to display above fee billing detail. Factor 1: Enter the label to precede the value entered in the Est. Construction field on the Fees tab of Billing Terms. This label and its corresponding value will display on the invoice only if the Fee Method selected in Billing Terms is Overall Percent Complete, Percent Complete by Phase, as Percent of Fee, or Cumulative unit or fee, and if the Fee Basis is Percent of construction. Factor 2: Enter the label to precede the value entered in the Fee Percent field on the Fees tab of Billing Terms. This label and its corresponding value will display on the invoice only if the Fee Method selected in Billing Terms is Overall Percent Complete, Percent Complete by Phase, as Percent of Fee, or Cumulative unit or fee, and if the Fee Basis is Percent of construction. Unit Factor 1: Enter the label to precede the value entered in the Unit Quantity field on the Fees tab of Billing Terms. This label and its corresponding value will display on the invoice only if the Fee Method selected in Billing Terms is Overall Percent Complete, Percent Complete byphase, as pct of fee, or Cumulative unit or fee, and if the Fee Basis is Unit based. Unit Factor 2: Enter the label to precede the value entered in the Unit Quantity field on the Fees tab of Billing Terms. This label and its corresponding value will display on the invoice only if the Fee Method selected in Billing Terms is Overall Percent Complete, Percent Complete by Phase, as Percent of Fee, or Cumulative unit or fee, and if the Fee Basis is Unit based. Fee Total: Enter the label to precede the total fee amount to be billed. How Deltek determines this value depends on the project's Fee Method and Fee Basis selected in Billing Terms. For example, if the Fee Basis is Lump sum, the value that prints after the Fee Total label will be the value entered in the Fee field on the Fees tab of Billing Terms. Billing Phase Columns Select: Click the check box if you want the column to appear on the invoice. Column Name: Deltek displays the columns that appear in the Billing Phases grid on the Fees tab of the Billing Terms form. Heading 1: Enter the label to appear as the column heading on the invoice. If the label is too long for the width of the column, it will be cut off. If your label is long or contains multiple words, consider splitting it between Headings 1 and 2. Heading 2: Text entered here displays below the Heading 1 text. Width: Enter the column width in either inches or millimeters, based on which one you selected in the Unit of Measure field on the Misc tab. Labels that do not fit are cut off. Asterisks (***) display for values that do not fit. To help with spacing, remove unnecessary columns by entering a width of 0.0. Fields Use these options to show or hide specific rows, amounts, and fee details on the invoice. Hide Total Earned Row: Click this check box to hide the total earned line. Hide Previous Fee Billing Row: Click this check box to hide the previous fee billed line. Hide Current Fee Billing row: Click this check box to hide the current fee billed line. Percent Complete: Enter the label to precede the value entered in the Percent Complete field on the Fees tab of the project's Billing Terms form. This label and its corresponding value display on the invoice only if the Fee Method selected in Billing Terms is Overall Percent Complete. BTD Section: Select the section where Deltek should add current, previous, and year-to-date fee amounts. Total Only (Hide All Detail): Click this check box to print only the section header and the section subtotal on the invoice, with no details. Enable Format for Total Earned Calculation: Select this option to define the fee section as the total job-to-date project earned less prior invoices. The add-on calculation will support add-ons based on the fee and other add-ons, only. This is useful for displaying prior billed amounts as a list of invoices instead of as a summary by section. Because there are several implications with selecting this option, Deltek recommends that you only select it when using a new project and that you consider re-formatting the template to ensure logical structure and readability: Move the Prior Invoice section above the Tax section. Review the Fee section to check the format. If billing by phase, you may need to adjust the columns displayed. Make sure the Total Earned Row, Hide Previous Fee Billing Row, and Hide Current Fee Billing Row options are not selected on the Project Info tab of Billing > Invoice Template Editor. When Enable Format for Total Earned Calculation is not selected, the current fee billing amount is applied. If add-ons apply to other areas, such as labor, expense, consultant, or reimbursable, the total invoice calculation would be incorrect.
Labor	The following fields display when you select Labor in the Section Order list: Labor Heading: Enter the label, such as Professional Personnel, to display above labor billing detail. Hours Label: Enter the label to display above hours worked on the project. Rate Label: Enter the label to display above the labor billing rate for individual employees who billed hours to the project. This column displays only if Show Rates is selected on the Labor tab of the Billing Terms form. Amount Label: Enter the label to appear above the amount billed by each individual employee who billed hours to the project. This column appears only if Show Rates is selected on the Labor tab of the Billing Terms form. Totals Label: Enter the label to precede the totals for individual labor billing components, such as hours, rate, and amount. Labor Total: Enter the label, such as Total Labor, to precede the total amount of labor billed for the invoice. If Show Multipliers is selected on the Labor tab of the Billing Terms form, multipliers display on this line. Overtime Premium: Enter the label to precede straight overtime information, such as the Ovt Multiplier specified in Billing Terms, and the total monetary amount of straight overtime. This line displays only if Show Ovt Multiplier is selected on the Labor tab of the Billing Terms form. Overtime 2 Premium: Enter the label to precede secondary overtime information, such as the Ovt-2 Multiplier specified in Billing Terms, and the total monetary amount of overtime. This line displays only if Show Ovt Multiplier is selected on the Labor tab of the Billing Terms form. BTD Section: Select the Billed-to-Date expense label (Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, Retainage Interest) where Deltek will display current, previous, and year-to-date labor billing amounts in the Billed-to-Date section of the invoice. Total Only (Hide All Detail): Click this check box to print only the section header and the section subtotal on the invoice, with no details. Selecting this option overrides the details defined in billing terms. Hide Detail Subtotal: Click this check box to hide the subtotal for the labor hours and labor amount. The section subtotal will still print.
Units	The following fields display when you select Units in the Section Order list: Unit Heading: Enter the label to display aboveunit expense billing detail. Unit Total: Enter the label to precede the total amount of unit expenses billed for the invoice. BTD Section: Select the Billed-to-Date sub-section label (Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, Retainage Interest) where Deltek will display current, previous, and year-to-date unit expense amounts in the Billed-to-Date section of the invoice. For example, to combine consultant and unit expenses on the Expenses Billed-to-Date line, click Units in the Section Order area, and select Expenses in the BTD Section field. Then click Consultants in the Section Order area, and select Expenses in the BTD Section field. Total Only (Hide All Detail): Click this check box to print only the section header and the section subtotal on the invoice, with no details. Selecting this option overrides the Show Detail check box on the Expenses/Units tab in billing terms. Hide Detail Subtotal: Click this check box to hide the subtotal at the end of the detail section. The section subtotal will still print.
Consultants	The following fields display when you select Consultants in the Section Order list: Consultant Heading: Enter the label to display above consultant expense billing detail. Consultant Total: Enter the label to precede the total amount of consultant expenses billed for the invoice. BTD Section: Select the Billed-to-Date expense label (Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, Retainage Interest) where Deltek will display current, previous, and year-to-date consultant expense amounts in the Billed-to-Date section of the invoice. For example, to combine consultant and unit expenses under the Billed-to-Date heading Expenses, click Consultants in the Section Order area, and select Expenses in the BTD Section field. Then click Unit in the Section Order area, and select Expenses in the BTD Section field. Total Only (Hide All Detail): Click this check box to print only the section header and the section subtotal on the invoice, with no details. Selecting this option overrides the Show Detail check box on the Expenses/Units tab in billing terms. Hide Detail Subtotal: Click this check box to hide the subtotal at the end of the detail section. The section subtotal will still print.
Reimbursables	The following fields display when you select Reimbursables in the Section Order list: Expense Heading: Enter the label to display above reimbursable expense billing detail. Expense Total: Enter the label to precede the total amount of reimbursable expenses billed for the invoice. BTD Section: Select the Billed-to-Date expense label (Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, Retainage Interest) where Deltek will display current, previous, and year-to-date reimbursable expense amounts in the Billed-to-Date section of the invoice. Total Only (Hide All Detail): Click this check box to print only the section header and the section subtotal on the invoice, with no details. Selecting this option overrides the Show Detail check box on the Expenses/Units tab in billing terms. Hide Detail Subtotal: Click this check box to hide the subtotal at the end of the detail section. The section subtotal will still print.
Additional Items	The following fields display when you select Additional Items in the Section Order list: Add On Heading: Enter the label to display above Add-on expense billing detail. Add On Total: Enter the label to precede the total amount of Add-on expenses billed for the invoice. BTD Section: Select the Billed-to-Date expense label (Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, Retainage Interest) where Deltek will display current, previous, and year-to-date add-on fee amounts in the Billed-to-Date section of the invoice. For example, click Additional Items in the Section Order area, and select Fee in the BTD Section field to combine Add-on Fees with other Fee amounts on the Fee Billed-to-Date line. Total Only (Hide All Detail): Click this check box to print only the section header and the section subtotal on the invoice, with no details. Hide Detail Subtotal: Click this check box to hide the subtotal at the end of the detail section. When you change the order in which Additional Items display on the invoice, you do not affect the display of add-ons marked as retainers.
Limits	The Limits sections that display on the invoice are selected on the Misc tab of the Billing Terms form. The following fields display when you select Limits in the Section Order list: Limit Heading: Enter the label to display above billing limits information. Current Label: Enter the label to display above the current invoice's billing limit amount for each limit section, such as Fee or Labor. Prior Label: Enter the label to display above the sum of all prior invoice billing limit amount for each limit section, such as Fee or Labor. To-Date Label: Enter the label to display above the total project billing limit amount (sum of current and prior) for each limit section, such as Fee or Labor. Limit Total: Enter the label to precede total project billing limits displayed in the Current, Prior, and To-Date columns. Limit Remaining: Enter the label to precede the remaining amount left before reaching the project limit. Limit Adjustment: Enter that label to precede the difference between the total billings to date and the billing limit. Fee: Enter the label to display above the fee amounts. Labor: Enter the label to display above the labor amounts. Consultant: Enter the label to display above the consultant amounts. Expense: Enter the label to display above the expense amounts. Unit: Enter the label to display above the unit amounts. Add-On: Enter the label to display above the add-on amounts. Total Only (Hide All Detail): Click this check box to print only the section header and the section subtotal on the invoice, with no details.
Taxes	The following fields display when you select Taxes in the Section Order list: Tax Heading: Enter the label to appear above the tax detail. Tax Total: Enter the label to precede the total amount of taxes billed for the invoice. BTD Section: From the drop-down list, select the Billed-to-Date expense label (Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, Retainage, or Interest) where Deltek will display current, previous, and year-to-date tax amounts in the Billed-to-Date section of the invoice. Subtotal Before Taxes: Select this check box to print a subtotal of preceding invoice sections before printing the Taxes section. Use the associated field to enter a label to print to the left of the subtotal. The label and subtotal display at any level at which taxes are calculated on an invoice. They are not displayed if taxes are not calculated. If a retainer, which should not affect the tax calculation, is included on the invoice, it is included in the calculation of the subtotal amount. Thus, in that case, the subtotal would not match the tax basis. Display Tax Calculation on Invoice: Select this check box to display the tax calculation equation (for example, 10.00% of 1,500.00) on the invoice. Subtotal Before Taxes in Tax Currency: Select this check box to print a subtotal of preceding invoice sections in the tax currency before printing the Taxes section. Use the associated field to enter a label to print to the left of the subtotal. This option is available only if you use multiple currencies. The label and subtotal display at any level at which taxes are calculated on an invoice. However, they are not displayed if: Taxes are not calculated or if the currency for all tax codes for the invoice is the billing currency. A preinvoice is being applied to the final invoice and the billing currency does not match the tax currency. Deltek determines the amount by calculating the subtotal in the billing currency, converting that amount to the functional currency, and then converting the functional currency amount to the tax currency. Deltek uses the exchange rates on or before the invoice date to do the currency conversions. If a retainer, which should not affect the tax calculation, is included on the invoice, it is included in the calculation of the subtotal amount. Thus, in that case, the subtotal would not match the tax basis. If more than one tax code applies to the invoice, Deltek does the following: If all tax codes with a currency different than the billing currency have the same tax currency, Deltek calculates one subtotal in that currency. If tax codes with a currency different than the billing currency do not have the same tax currency, Deltek calculates a subtotal in the currency for the first tax code encountered when generating the invoice. You can select both the Subtotal Before Taxes check box and Subtotal Before Taxes in Tax Currency check box. Print Tax Amount in Tax Currency: Select this check box if you want to print the tax amount in the tax currency when the tax currency is different than the billing currency. If you select this option, Deltek prints the tax amount in the tax currency and indicates what the currency is in the description area of the tax line on the invoice. If you do not select this option, Deltek does not display the additional tax amount information. To determine the tax currency amount, Deltek first converts the billing currency amount to the functional currency, and then converts that amount to the tax currency amount. This option is only available if your company uses multiple currencies and has tax auditing enabled for the active company. Total Only (Hide All Detail): Click this check box to print only the section header and the section subtotal on the invoice, with no details. Hide Detail Subtotal: Click this check box to hide the subtotal at the end of the detail section when there are multiple tax codes. See the Multiple Currency topics in the Concepts section of the help for information about tax currencies. See the discussion of Tax Auditing in the Accounting Settings section of the help for information about enabling and setting up tax auditing.
Retainage	The retainage sections that display on the invoice are selected on the Misc tab of the Billing Terms form. The following fields display when you select Retainage in the Section Order list: Retainage Heading: Enter the label to display above retainage detail. Current Label: Enter the label to display above the current invoice's retainage amount for each retainage section, such as Fee or Labor. Prior Label: Enter the label to display above the sum of all prior invoice retainage amount for each limit section, such as Fee or Labor. To-Date Label: Enter the label to display above the total project (or project group) billing limit amount (sum of current and prior) for each limit section, such as Fee or Labor. Limit Label: Enter the label to precede the retainage limit. BTD Section: Select the Billed-to-Date expense label (Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, Retainage Interest) where Deltek will display current, previous, and year-to-date retainage amounts in the Billed-to-Date section of the invoice. Total Only (Hide All Detail): Click this check box to print only the section header and the section subtotal on the invoice, with no detail.
Interest	The following fields display when you select Interest in the Section Order list: Interest Heading: Enter the label to display above interest detail. BTD Section: Select the Billed-to-Date expense label (Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, Retainage Interest) where Deltek will display current, previous, and year-to-date interest amounts in the Billed-to-Date section of the invoice. Total Only (Hide All Detail): Click this check box to print only the section header and the section subtotal on the invoice, with no detail.
Prior Invoices	The following fields display when you select Prior Invoices in the Section Order list. This section applies if the Enable Format for Total Earned Calculation option is selected for Fees. Consider reformatting the template to move the Prior Invoice section above the Tax section to make the invoice structure more logical and readable. Regardless of the position of the Prior Invoice section, taxes will be based on the balance of JTD earned less prior invoices.
	Prior Invoice Heading: Enter the label for the Prior Invoice section heading. The default value is Invoices. Total Label: Enter the label for the prior invoice section total. The default value is Total Prior Invoices. The total applied prior invoice amount is always zero because this section includes only prior invoices (not applied prior invoices). Subtotal Before Prior Invoices: Select this check box to print a subtotal of preceding invoice sections before printing the Prior Invoices section. Use the associated field to enter a label to print to the left of the subtotal. The label and subtotal display at any level at which prior invoices are calculated on an invoice. They do not display if prior invoices are not calculated. Invoice Number: Enter the label for the invoice number. Invoice Date: Enter the label for the invoice date. Fee Amount: Enter the label for the invoice fee amount. Typically, this is the fee plus any add on amounts. Other Amount: Enter the label for the "other" amount. Typically, this is anything other than fees and add ons (for example, labor, expenses, consultants, and units). The calculation used to determine this amount is Invoice Total minus (fee + add on + tax). If there is no "other" amount, nothing displays on the invoice. Hide Headings: Click this check box to hide the prior invoice headings on the invoice. This is useful for simplifying the invoice layout when only two amounts display in this section. If you have more than two amounts, do not select this option. Total Only (Hide All Detail): Click this check box to print only the section header and the section subtotal on the invoice, with no details. Hide Detail Subtotal: Click this check box to hide the subtotal at the end of the detail section.
Pre-Invoice	The following fields display when you select Pre-Invoice in the Section Order list. This section applies if you use the Pre-Invoice feature (enabled on the Miscellaneous tab in Settings > Billing > General). A Pre-Invoice section should be included in templates for pre-invoices, pre-invoice cancellations, and regular invoices for projects that use pre-invoices. The Pre-Invoice section shows information about the prior pre-invoices generated for a project. Only the fee amounts (no taxes) from pre-invoices are included in this section. Section Heading: Enter the heading for the pre-invoice section. The default value is Pre-Invoice History. Section Total: Enter the label for the pre-invoice section total. The default value is Total Pre-Invoice Applied. Pre-Invoice Columns Select: Click this check box if you want the column to appear in the Pre-Invoice section of an invoice. Column Name: This is a list of the columns that you can include in the Pre-Invoice section. Possible columns are: Date: This is the date of a pre-invoice. Invoice Number: This is the invoice number of a pre-invoice. Amount: This is the total fee amount of a pre-invoice, not including taxes. Note: This is the text that you entered for a pre-invoice on the Misc tab of a project's billing terms. Paid: This is the fee amount of a pre-invoice that a client has paid, which has been posted in Cash Receipts Transaction Entry. Any taxes paid are not included in this amount. When you generate a draft or final regular invoice in Interactive Billing or Batch Billing, the invoice total is reduced by pre-invoice fee amounts that have been paid since the last time that you generated a draft or final invoice. Cancelled: This is the fee amount of a pre-invoice that has been cancelled, which can be the full amount or a partial amount of a pre-invoice. Pre-invoice amounts that have not yet been paid by a client are cancelled automatically when you create a draft or final regular invoice in Interactive Billing or Batch Billing. You can also manually cancel pre-invoices on the Invoices on File dialog box in Interactive Billing. Applied: When the Pre-Invoice section displays on a draft or final regular invoice, this column displays the fee amount of a pre-invoice that is being applied to the regular invoice. This is the pre-invoice amount that the client paid that was entered in Cash Receipt Transaction Entry since the last regular invoice was generated. The total amount of the regular invoice is reduced by the applied pre-invoice amount. When the Pre-Invoice section displays on a pre-invoice, this column displays a zero amount. Paid pre-invoice amounts are not applied to pre-invoices. Heading 1: Enter the label for the column heading in the Pre-Invoice section. If your label is long or contains multiple words, consider splitting it between Heading 1 and Heading 2. Labels that are too long will be cut off. Heading 2: Text entered in Heading 2 displays below the Heading 1 text. Width: Enter the width for the Heading 1 and Heading 2 columns in either inches or millimeters, based on which measure you selected in the Unit of Measure field on the Misc tab on the Invoice Template Editor form. If headings are too long, they are cut off. If column values are too long, they display as asterisks (***). To help with spacing, remove unnecessary columns by entering a width of 0.0.
Outstanding AR	The following fields display when you select Outstanding AR in the Section Order section: AR Heading: Enter the label to display above outstanding accounts receivable detail. Number Label: Enter the label to display above invoice numbers. Date Label: Enter the label to display above invoice dates. Balance Label: Enter the label to display above the amount yet to be collected for the invoice. Retainage Label: Enter the label to display above retainage amounts for each invoice. Now Due Label: Enter the label to display above the amount due as of the current billing (balance plus retainage). AR Total: Enter the label to precede the total amount of accounts receivable still outstanding for the project. AR Total Now Due: Enter the label to precede the total amount of accounts receivable currently due (AR Total plus retainage).
Billed-to-date	Billed-to-date sections that display on the invoice, such as Fee or Labor, depend on what has been billed for the project. The following fields display when you select Billed-to-date in the Section Order list: BTD Heading: Enter the label to display above billed-to-date detail. Billed-to-Date Total: Enter the label to precede total project billed-to-date amounts displayed in the Current, Prior, and Total columns. Current Label: Enter the label to display above current invoice billed-to-date totals for each billed-to-date section. Prior Label: Enter the label to display above the sum of all prior invoice billed-to-date totals for each billed-to-date section. Total Label: Enter the label to display above the total (sum of prior and current) invoice billed-to-date totals for each billed-to-date section. Received Label: Enter the label to precede the total receipts to date amounts displayed in the Current, Prior, and Total columns. AR Balance Label: Enter the label to precede the balance of accounts receivable, displayed in the Current, Prior, and Total columns. Summarize billed-to-date on a single line: Select this check box to display totals only in the Billed-to-Date section of the invoice, rather than displaying amounts broken out by section. Fee: Enter the label to display above fee amounts. Labor: Enter the label to display above labor amounts. Consultant: Enter the label to display above the consultant amounts. Expense: Enter the label to display above expense amounts. Unit: Enter the label to display above unit amounts. Add-On: Enter the label to display above add-on amounts. Tax: Enter the label to display above tax amounts. Interest: Enter the label to display above interest amounts.