Toolbar of Interactive Billing

Use the toolbar options to perform billing related actions, such as approving an invoice for billing and accepting a final invoice.

Contents

Field	Description
Invoice	Click this option on the toolbar to display a menu from which you can select the following actions: Submit — If invoice approval is enabled for the project, click this option to submit the invoice for approval. This option is also available for submitted invoices so you can resubmit an invoice without having to unsubmit it first. Approve — If invoice approval is enabled for the project, click this option to approve the invoice for billing. (This option is only available if the approval status of the invoice is Submitted and if you are an approver for the project.) Unsubmit — If invoice approval is enabled for the project, click this option if you want to start the approval process over from the start. Unsubmitting removes all approval history associated with the submitted invoice. (This option is only available for invoices that are submitted, approved, or rejected.) Include New Transactions — If invoice approval is enabled for the project, a transaction that is eligible for billing based on the billing session options has a New status if the invoice has not yet been submitted for approval or if the transaction was not linked to the invoice at the time it was submitted for approval. For example, a transaction that was transferred to the project after the invoice was submitted would have New in Invoice Status. If the invoice has been submitted, a transaction with New in Invoice Status will not be included on the invoice. If, for a submitted or approved invoice, you want to include all transactions with New in Invoice Status on the invoice, click Include New Transactions. DPS then changes the status to Submitted or Approved for those transactions to match the approval status of the invoice. (This option is only available if invoice approval is enabled for the project.) Accept — Click this option to accept the final invoice for the project currently open in the Interactive Billing form. Note that your ability to use this option depends upon the setting for the Interactive Access option in Configuration. (If invoice approval is enabled for the project, this option is only available if the invoice is approved for billing.) Print — Click this option to print the invoice as is to a printer. Do this to review the invoice before creating a final invoice. Preview — Click this option to view the invoice on the screen. Do this to review the invoice before creating a final invoice. View Supporting Documents — Click this option to open the Supporting Documents dialog box and view the supporting documents for all the expenses for an invoice. To see the supporting documents that are associated with each expense, click the icon in the Document field for an expense in the grid on the Expenses tab of the Interactive Billing form. Assign Invoice Number — Click this option to open the Assign Invoice dialog and assign the next invoice number DPS will use when invoices are generated. Whether the number will be used for the next invoice generated for the open project, or for the entire company depends on whether your company uses a per project or company-wide invoice Numbering Method (established from the General tab of Billing Setup). Edit — Click this option to open the Edit Invoice dialog. Select the format in which you want to edit the invoice: Adobe PDF — Saves the file in PDF format to be viewed in Adobe Reader. If you own a full copy of the Adobe Acrobat product, you can make minor edits to the PDF file. Rich Text Format (RTF) — Saves the file in RTF format, which can be opened and edited in any Word Processing program, such as WordPad. Microsoft Word Document — Saves the file in DOC format, which can be opened and edited in Microsoft Word. Microsoft Excel Spreadsheet (Display Format) — Saves the file in XLS format, for display and editing in Microsoft Excel. This option does not show cell borders. This is the recommended format if you plan to edit the invoice after exporting it. Microsoft Excel Spreadsheet (Data Format) — Saves the file in XLS format, for display and editing in Microsoft Excel. This option displays cell borders. Delete Edited Invoice — Click this option to remove the link between an invoice saved in a third-party software format and DPS. Deleting the invoice does not delete the file from its location on your PC or your network. Selecting this option deletes the link that associates the edited invoice with the DPS project record on the General tab of the Interactive Billing form. Upload — Saves a copy of the document on the DPS application server and associates the edited invoice with the project in Interactive Billing.
Billing Terms	Click this option to open the Billing Terms form. Do this to verify the billing terms for the project, phase, or task currently open in the Interactive Billing form. Modify billing terms, as necessary.
Update Fees	If the selected invoice includes fees, click this option to open the Fees tab of the Billing Terms form. From here you can verify and update fee billing information. You can also review and update information on the General tab of the Billing Terms form. You must have the required security access for the Billing Terms form.
Retainage	Click this option to open the Bill Retainage dialog box. Do this to view a list of all invoices for the project having unbilled retainage. You can select any or all invoices to bill the retainage. This option is enabled only if the Retainage feature is enabled from System Settings, and the currently open project, phase, or task has established billing terms.
Tools	Click this option to access these options: Invoices on File — Click this option to open the Invoices on File dialog box, where you can print, preview on screen, delete, or void previously created invoices. Deltek recommends extreme caution when deciding to delete an invoice. Options — Click this option to open the Billing Session Options dialog box, where you can select options for the current billing session, such as the invoice date.
Help	Click this option for information about Interactive Billing.