Invoices

Use Invoices to create invoices to send to your clients. If you use Billing, Deltek automatically creates an invoice file.

Use the Invoice lookup to search for and select the invoices that you want to open in the Transaction Center. You can search invoices by project, phase, or task. The Invoice lookup returns date, client, and amount information for the selected search criteria.

Invoices Notes

• Unless specified otherwise in Settings, you can only post transaction files that are in balance.
• When you post this transaction, Deltek credits the revenue account specified in the Invoice file, and debits the accounts receivable account specified in Invoice Mapping Accounts (in Settings).
• To adjust an invoice that has already been posted, create and post the adjustment using Invoice Transaction Entry.
• If you use the Billing application, Deltek creates invoices and invoice transaction files automatically. You can modify the amounts to post in the Billing application or you can modify the invoice file in transaction entry.
• The Invoice Section field controls where the transaction displays in the Billings to Date section of the invoice.
• You must specify a revenue account on invoices.
• A Retainer column displays on the Invoice Transaction List if the Enable Retainers check box is selected on the General tab in Accounting System Settings. This yes/no column indicates whether the Retainer check box on the Invoices form in Transaction Entry was selected.

Warning: When you open a transaction file in Transaction Entry for invoices or credit memos that were created in Interactive Billing, if you edit the amounts or accounts for these invoices or credit memos, the changes are not updated in Invoices on File in Interactive Billing or in Project Review.

Posting

During an invoice posting, Deltek:

• Credits explicitly the billed revenue accounts that you entered on the Invoice forms for their respective amounts. (For sales tax and interest, you can also credit an asset, liability, or other revenue/expense account; for example, you post sales tax directly to a liability account.) This account is typically a 400-level account.
• Debits implicitly the Accounts Receivable account(s), typically 111.00, which is mapped to each of the revenue accounts in Invoice Mapping Accounts Settings, for the total amount of all invoices.
• Posts the billed amounts to projects. The billed amounts posted to revenue accounts for projects display in the Office Earnings report and in the financial analysis section of the Project Progress report.
• Posts revenue to the Billed Revenue account(s) for projects for which you are recognizing revenue. When Revenue Generation is enabled, Deltek also performs a reversal by crediting the Unbilled Services and debiting the Unbilled Revenue and Accounts Receivable accounts by the same revenue amount.
• Adds the invoices to the Accounts Receivable table so that they display on both the Aged Accounts Receivable report and the Accounts Receivable Ledger report.

For Intercompany Billing, if the Post as they are generated option is not selected and the Enable for all transaction types configuration option is selected, then you may also need to put the created Invoice transaction file through the manual approval process.

If this process creates one or more Invoice files, then these Intercompany Billing Accounting processes are marked as Submitted.

Posting Log

Use a posting log to view information about a batch of transactions. Deltek produces a posting log each time that you post a transaction file.

In addition to the posting log, Deltek generates a General Ledger summary for invoices. This report lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

If the Tax Auditing option in Settings > Accounting is enabled, then tax-related data (tax code, tax basis, and tax amount) also displays in the Invoice Posting Log.

A Retainer column displays in the Invoice Posting Log if the Enable Retainers check box is selected on the General tab in Accounting System Settings. This yes/no column indicates whether the Retainer check box on the Invoices form in Transaction Entry was selected.

Multiple Companies

If you use multiple companies, you can modify or post only those transaction files owned by the active company.

If you use Intercompany Billing, your company can generate intercompany invoices. On the Transaction Entry form, intercompany invoices are labeled as created by Intercompany Billing and the filenames follow the format: ICBill Invoice date company

When you open the intercompany invoice file, you can also see the identifiers for the link project, phase, and task, which represent the other side of the intercompany billing transaction.

A billing group belongs to the company that owns the billing group's main project. You can enter invoice transactions for all portions of a project that you have permission to bill. This includes:

• All projects owned by the active company (as long as they are not part of a billing group owned by a different company).
• Any projects from other companies that are part of a billing group owned by the active company.

Multiple Currencies

If you use multiple currencies, the invoice currency is determined by the project's billing currency.