Bill Processing

After you complete billing setup steps and establish billing terms for projects that you want to bill, you can process invoices to send to your clients.

You can choose from two distinct approaches to bill processing:
  • Interactive Billing: Review your invoices one at a time, modify the transactions that are to be billed and, if needed, change invoice formatting before processing the final bill.
  • Batch Billing: Generate and print an entire group of final or draft invoices at one time.
If your enterprise generates a lot of bills, consider creating draft invoices in Batch Billing, then creating final invoices in Interactive Billing.

For invoices that you send to a client, you must enter and post an invoice file.

  • If you do not use the DPS Billing application, you can create your invoice in a word processing program, then enter and post the invoice file in the DPS Transaction Center.
  • If you use the DPS Billing application to create your invoices, DPS automatically creates the transaction file when you accept the invoice. You can then access and post that file in the Transaction Center.

Security

Your role's security settings determine if you can generate invoices for a project. Specifically, access depends on the Apply Project access to section on the Record Access tab of Settings > Security > Roles. If Billing is selected in this section, the following rules apply:

  • You can access all projects to which your role has Billing Security rights, such as Allow Delete.
  • If you attempt to select a project that you are not authorized to access, DPS displays a message to explain that your security role does not have access to that project.

Multiple Currencies

If your company uses multiple currencies, you should be aware of several considerations related to creating invoices, such as the ability to generate invoices in any currency that has been established in DPS and to manage a project in one currency, but bill the project in a separate currency.

Multiple Companies

If your enterprise has multiple companies, you should be aware of several considerations related to using the Billing application. For example, you set up Billing options by company, and lower levels of the work breakdown structure (phases, tasks) for any project may belong to different companies.

During invoice processing, DPS includes for billing all projects owned by the active company. This is true even if the active company that owns a project does not own one or more of the phases or tasks in the work breakdown structure or one of the projects in a billing group whose main project is owned by the active company.

If your company uses multiple companies and multiple currencies, having different elements of the work breakdown structure owned by different companies may also have currency implications related to Billing.

Related Topics:

  • Invoices
    Use the Billing application to generate invoices based on the labor, expenses, and fees charged to a project or billing group. The elements included on an invoice depend on the settings that you specify in Billing Terms and in Billing Session options. To alter the standard DPS formatting of an invoice, you create your own format in the Invoice Template Editor.
  • Displaying Leading Zeros in Invoice Numbers
    If you set up DPS to use leading zeros in invoice numbers, you can choose not to show the leading zeros on invoices and in certain dialog boxes and reports. With fewer digits displayed, invoice numbers may be easier to read.
  • Billing Backup Report and Billing Terms
    The Billing Backup report provides the full transaction detail behind an invoice.
  • Billing Backup Report and Invoice Review Process
    You can show expenses, consultant expenses, and unit expenses on the Billing Backup report for draft invoices even if these expenses are not being billed on the final invoice.
  • Billing Session Options
    When you display the Interactive Billing form or Batch Billing form, you first define billing session options. The Billing Session Options dialog box displays automatically.
  • Processing Billing Invoices One at a Time
    Use Interactive Billing to review invoices one at a time by project, modify the transactions to be billed, update the percentage complete for fee-based projects, and generate the final invoice.
  • Approving Billing Invoices
    Use the Invoice Approval feature to set up an approval process for client invoices that moves draft invoices through the submittal, approval, and acceptance stages, speeding up the billing process.
  • Processing a Batch of Billing Invoices
    Use Batch Billing to generate and print an entire group of final or draft invoices at one time. You cannot modify and add information to invoices as you can in Interactive Billing.
  • Billing Transfers
    Use the Transfer option on the Labor, Expenses, or Units tab of Interactive Billing to transfer labor hours and amounts, expense amounts, or unit amounts from project to project, or within the same project, without exiting Billing.
  • Writing Off Bad Debt on Outstanding Invoices
    There are four methods in DPS for writing off a bad debt on an outstanding invoice.
  • Updating Billed-to-Date Amounts
    You can manually update billed-to-date amounts to adjust the actual billed-to-date amounts calculated by DPS for a project or projects, or to change prior fee billings on an invoice.
  • Learn More About...
    Learn more about how to perform activities in the Billing application.
Parent Topic: Billing