Actions

This section shows the Actions available in the Invoice Selection workspace.

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Field

Description

Close All

This action is used to create an invoice selection for all activities with open entries. It is typically used when a job is being closed to gather all uninvoiced open entries in one invoice selection.

The action is not available when the invoice selection is closed. When the invoice selection is open, and drafts exist on the job, this action only affects job entries that are available in the present invoice selection. In other words, the action does not include job entries that are for invoicing on a draft.

When you select “Close All,” the “Invoice Quantity” values will be the same as the open quantity for all entries, and the “Close” field will be marked in the window Itemize Invoice Selection. At the same time, any mark in the fields “Dir. Inv.” and “Reallocate” is removed on all lines.

For fixed-price jobs on which all entries should be invoiced as part of the fixed-price job, it applies that if the job parameter attributes “Allow Invoicing On Account Only” and “Create Invoice Upon Job Closing” are both assigned the value “Yes,” the lines in the window will always display a “0” in the field “Invoice Quantity,” as such jobs are invoiced on account and are reconciled when the job is closed. If non-fixed-price entries are invoiced separately on fixed-price jobs, using this action will only include the non-fixed-price entries of the fixed-price job for invoicing. Outlays on the job are displayed as invoiceable job entries if the job parameter attribute “Include Outlays in Fixed Price” on the job parameter type “Pricing Method” is assigned the value “No.”

If the current job is a main job, and the job’s invoice layout rule specifies Main Job Invoicing and Main Job Invoice Selection, selecting this action will include all subjobs of the current main job which are to be blanket invoiced on the main job. If the current job is a subjob to a main job with the above setup, this action cannot be selected. For more information, please see the description of the window Invoice Layout Rules.

Delimit

This action is used for creating an invoice selection for all open entries selected in the Delimitation island. It is typically used when you wish to partially invoice a job for work already completed.

If the Extend Selection field in the Delimitation island is marked, all entries selected by the criteria in the island Delimitation will be added to the entries already selected. In this way an invoice selection can be constructed in stages; that is, you can select entries registered for various ranges of employees. If the Extend Selection field is not marked when this action is selected, all existing invoice selections will be deleted and one is created containing the criteria selected in the Delimitation island. See also the Extend Selection field in this window.

For fixed-price jobs on which all entries should be invoiced as part of the fixed-price job, it applies that if the job parameter attributes “Allow Invoicing On Account Only” and “Create Invoice Upon Job Closing” are both assigned the value “Yes,” no invoiceable lines will be shown in this window, as such jobs are invoiced on account and are reconciled when the job is closed. However, outlays on the job will be included in the delimitation and displayed as invoiceable job entries if the job parameter attribute “Include Outlays in Fixed Price” associated with the job is assigned the value “No.” If non-fixed-price entries are invoiced separately on fixed-price jobs, using this action will only delimit the non-fixed-price entries of the fixed-price job. See the description of the window Job Allocation Combinations for further information on non-fixed-price entries on fixed-price jobs.

When this action is selected, any marks in the fields “Close Balance” and “Reallocate” on the individual invoice selection lines will be removed.

Apply Invoice Proposals

This action is used for applying all values proposed by the project manager and/or the employee on the selected job entries. The employee and, subsequently, the project manager can propose different hours, quantities, and billing prices for invoicing, pending approval by the invoicing department.

If a job entry has been partially invoiced before the invoice proposal values are applied, the previously invoiced quantity will be subtracted from the proposed quantity before the proposed quantity is applied. Please note that the amount to invoice cannot be less than zero. Similarly, no amount greater than zero can be credited if the job entry includes a negative quantity.

Transfer Fixed Price

This action is used to create an invoice selection in such a way that the invoiced amount will match the fixed price quoted for the job. The fixed price is transferred to the number of entries selected for invoicing and which are included in the fixed price using the island Delimitation and the action “Delimit.” If the job parameter attribute “Include Outlays in Fixed Price” is assigned the value “No” on the job in question, the fixed price is transferred to all the selected job entries. If outlays should not be included in a job’s fixed price, the price is transferred to the job entries that do not pertain to outlays, as outlays are invoiced separately.

This action is not available when the invoice selection is closed. When the invoice selection is open, and drafts exist on the job, this action only affects job entries that are available in the present invoice selection. In other words, the action does not include job entries that are for invoicing on a draft. The action transfers the difference between the fixed price and the amount already invoiced. If drafts exist on the job, the action will also subtract the amount already on drafts.

When you select this action, Maconomy suggests that all open entries be closed to make the sum of the billing prices of registered entries equal to the fixed price, less the already invoiced amount. Any difference between the billing price sum and the fixed price will be distributed proportionally to the open entries so that amounts written up and down will be allocated to activities and employees in equal amounts (see also below for information about the effect of the job parameter attribute “Transfer Write-Up/Down to Fixed Allocation Combination”).

The adjustment of the job entries depends on whether the field “Do Not Adjust Amount Activities” is marked in the window System Information in the Set-Up module. If that field is marked, the adjustment will affect time activities only. If the field is not marked, both time and amount activities will be affected by the adjustment.

If the job parameter attribute “Transfer Write-Up/Down to Fixed Allocation Combination” is assigned the value “Yes” on the job in question, any write-up or write-down of the job will be displayed on a separate line in the invoice selection. This way, the write-up or write-down will be shown as a separate line on the invoice which is eventually sent to the customer. For more information, please see the description of the job parameter type “Write-Up/Down.”

If the current job is a main job, and the job’s invoice layout rule specifies Main Job Invoicing and Main Job Invoice Selection, selecting this action will include all subjobs of the current main job which are to be blanket invoiced on the main job. When calculating the distribution of the fixed price to the subjobs, Maconomy uses the total fixed price for the main job and the associated subjobs. The fixed price is then distributed to the main job and subjobs relative to the contribution of each job to the total main job/subjob structure.

This is best illustrated with an example:

Job	Fixed Price	Registered Entries	Transferred Fixed Price
A1 (main job)	200	150	150
A2 (subjob)	100	150	150
Total	300	300	300

Main job “A1” has a fixed price of USD 200. Subjob “A2” has a fixed price of USD 100. Entries worth USD 150 have been entered on both jobs. When the fixed price is transferred to the main job (which is using Main Job Invoice Selection), Maconomy checks the ratio of registered entries per job to the total fixed price. In this case, both jobs have contributed 50% to the total fixed price of the main job/subjob structure. Hence, 50% (USD 150) of the total fixed price (USD 300) is transferred to each job.

If the current job is a subjob to a main job with the above setup, this action cannot be selected. For more information, please see the description of the window Invoice Layout Rules.

Transfer Desired Billing Price

When you select this action, the desired billing price from the field “Desired Billing Price” in the card part is transferred to the invoice selection in the table part. The desired billing price can be entered directly or be the result of a calculation of a markup amount or a markup percentage (see the description of the field “Desired Billing Price”).

The transfer can take place without selecting this action if the system parameter “Transfer desired billing price when changed” is marked. However, the transfer takes place according to the principles outlined in this section.

The billing price is transferred to the number of entries selected by means of the island Delimitation and the action “Delimit.” The adjustment of the job entries depends on whether the field “Do Not Adjust Amount Activities” is marked in the window System Information in the Set-Up module. If that field is marked, the adjustment will affect time activities only. If the field is not marked, both time and amount activities will be affected by the adjustment.

Note that the effect of the billing price transfer can be seen on the individual lines in the table part, as the quantities and billing prices can be written up or down as described for the actions “Transfer Fixed Price” above (see also below for information about the effect of the job parameter attribute “Transfer Write-Up/Down to Fixed Allocation Combination”).

The method by which the billing price is adjusted depends on the system parameters “Keep quantity on write-downs” and “Keep quantity on write-ups.” If these parameters are not marked, Maconomy will adjust the invoice quantity of the affected activities to match the desired billing price. If “Keep quantity on write-downs” is marked, Maconomy will not change the quantity when the billing price is reduced. If “Keep quantity on write-ups” is marked, Maconomy will not change the quantity when the billing price is increased. Note that both parameters may be marked, in which case Maconomy will never adjust the invoice quantity of the affected activities to match the current billing price to invoice.

Transfer Budget

When you select this action, the quote prices from the current budget are transferred to the activity lines of the invoice selection, which can subsequently be invoiced. The transfer of prices is carried out for each activity, and amounts that are already invoiced will be balanced. If no open entries exist for the current activity, the job activity is marked for direct invoicing.

You cannot select this action if the job parameter attribute “Transfer Write-Up/Down to Fixed Allocation Combination” is assigned the value “Yes” on the job in question. For more information, please see the description of the job parameter type “Write-Up/Down.”

Transfer Invoicing Plan

This action is not available when the invoice selection is closed.

Use this action to allow Maconomy to transfer due lines in the invoicing plan of the current job to the invoice selection. However, if the Transfer Several Invoicing Plan Lines system parameter is disabled, only the first due line of the invoicing plan is transferred.

The amount is shown in the Amount for Invoicing on Account field in the sub-tab. Once the lines have been transferred, use the Approve for Invoicing on Account action to approve the on account invoice selection for further processing in the Invoice Editing tab. For further information, see the description of the Invoicing Plans workspace.

Note: Invoicing plan lines must be approved in the Invoicing Plans workspace before they can be transferred for invoicing in this workspace if the Approval of Invoicing Plan Lines job parameter is enabled for the current job.

If the current job is a subjob to a main job, and the main job’s invoice layout rule specifies Main Job Invoicing, this action cannot be used.

If the invoicing plan contains a mix of lines for invoicing on account and pre-invoicing, running this action transfers only one type of line at a time. Once the transferred lines are invoiced, the action can be run again to transfer the remaining lines of a different type.

Calculate Invoice Surcharge

Use this action to calculate the surcharge based on the Job Surcharge Rule specified on the job. The surcharge is calculated based on the current invoice selection (T&M, On Account, or both). Directly created job entries (direct invoicing) are included in the calculation of surcharges.

The action is enabled if the job has the job parameter "Surcharge at Invoicing" set to Yes and if the job is open for invoice selection.

Undo Transfer Invoicing Plan

Lines created using the action “Transfer Invoicing Plan” are protected from being deleted. Instead you must use the undo action. When you select this action, Maconomy will undo the transfer from the invoicing plan.

This action is not available when the invoice selection is closed.

Reallocate Selected Entries

Select this action to choose to which job and task the selected entries should be reallocated.

Transfer Task Groups

When you select this action, the task group information on job entries associated with the job will be updated to reflect the current work breakdown structure of the job budget. After this action has been selected, the value in the “Task Group Status” field will change from “Not Up to Date” to “Up to Date.” This functionality is relevant if the invoice layout rule of the job specifies that invoice selections or invoices should be grouped by task groups, and if the work breakdown structure has been updated in the Job Budgets window.

For further information on work breakdown structures and task groups, see the descriptions under “Job Tasks” and under “Job Budgets.”

Approve Invoice Selection

When you select this action, you approve the invoice selection shown in the window, and the field “Approved for Editing” is marked. If invoice editing is not required for the invoice (specified in the job’s job parameter of the type “Invoice Approval”), the field “Approved for Invoicing” is marked as well.

This action is not available when the invoice selection is closed.

If the current job is a main job, and the job’s invoice layout rule specifies Main Job Invoicing, selecting this action will approve job entries for the current main job and all its subjobs for invoicing. If the current job is a subjob to a main job with the above setup, this action cannot be selected.

If the current job is set up for split billing (that is, there are more than one bill-to customer on the job), selecting this action will generate invoice lines for each bill-to customer on the job with an amount greater than zero selected in the field “Selected Amount” in the table part of the window Bill to Customer Distribution. Please note that when distributing the billing price of the job entry lines on customers, a small rounding correction may be made on one of the entry lines. However, the total billing price will not change. If the total billing price of the job is zero, selecting this action will generate a zero invoice for each bill-to customer on the job. For more information, please see the description of the window Bill to Customer Distribution.

You can edit an invoice selection after approving it and before invoicing it. This is done in the window Invoice Editing. If you change anything in this window, the approval is canceled, and the invoice selection must be approved again. Maconomy issues an alert if the approval is canceled. Note that if the job is set up for split billing (that is, there are more than one bill-to customer on the job), multiple invoices may be generated for the current invoice selection, which all may need editing.

Maconomy gives a warning if there are open purchase orders on the job. If the field “Show Markup Separately” on the current job’s invoice layout rule in the window Job Information is marked, the use of this action will lead to the creation of an invoice on which the costs of all amount activities will be shown in the table part with an extra line at the bottom of the invoice showing the markup.

If a positive amount is shown in the field “On Account Reduction,” the printed invoice will be reduced by that amount. However, an invoice cannot be reduced by more than the invoiced amount; that is, the invoice amount cannot be less than zero. If the amount in the field is negative, it is ignored.

A warning is issued if the value in the field “Desired Sales Price” in the card part is different from zero, and it does not match the sum of the sales price on the invoice selection lines.

You can either invoice an approved selection by choosing “Print Invoice” in this window or by choosing “Print Invoice” in the window Invoice Editing. You can also invoice selected invoices for several jobs at a time in the window Job Invoicing. However, the job parameter of the type “Invoice Approval” for the current job may require that the invoice is edited in the window Invoice Editing before being printed.

Approve Credit Memo Selection

When you select this action, you approve the crediting selection shown in the window, and the field “Approved for Editing” is marked. If invoice editing is not required (specified in the job parameter attribute “Invoice Editing Required” in the job parameter type “Invoice Approval”), the field “Approved for Invoicing” is marked as well.

This action is not available when the invoice selection is closed.

You can only select this action if the value in the field “Billing Price, Total” is negative. If a negative amount is shown in the field “On Account Reduction,” the printed credit memo will be reduced by that amount. However, an invoice cannot be reduced by more than the credited amount; that is, the credit memo amount cannot be greater than zero. If the amount in the field is positive, it is ignored. If non-fixed-price entries are invoiced separately on fixed-price jobs, using this action will only approve the non-fixed-price entries of the fixed-price job for crediting. See the description of the window Job Allocation Combinations for further information on non-fixed-price entries on fixed-price jobs.

The functionality of this action with respect to main jobs, editing, and printing, is similar to that of the action “Approve Invoice Selection” above.

Approve

This action approves the invoice selection and/or on account specification depending on the Invoice Type field in the Invoice Selection tab.

New Invoice Selection

This action is available when the invoice selection is closed, that is, after creating a draft, and provided the job is set up to allow multiple drafts. When you have run this action, the job is open for invoice selection. The quantity and amount for invoicing will be reset to zero on job entries that are approved for invoicing, and remaining job entries will be set for invoicing. The amount for invoicing on account will also be reset to zero.

Print Draft

This action is available whenever a draft invoice or a draft credit memo exists on the job.

When you select this action, Maconomy prints a draft copy of the current invoice or credit memo. No postings are made when you select this action.

Print Invoice

This action is available whenever a draft invoice exists on the job which has been approved for invoicing.

When you select this action, you create and print an invoice or invoice on account on the basis of the invoice selection in this window.

Maconomy includes any previous invoices on account and credit memos on account in the calculation of the invoice amount.

It is only possible to select this action if the invoice selection has been approved using the action “Approve Invoice Selection” or “Approve for Invoicing on Account,” and only if the value in the field “Billing Price, Total” is positive. Furthermore, the job parameter of the type “Invoice Approval” for the current job may require that the invoice is edited in the window Invoice Editing before being printed.

If the current job is a main job, and the job’s invoice layout rule specifies “Main Job Invoicing” and “Main Job Invoice Selection,” selecting this action will include all subjobs of the current main job which are to be blanket invoiced on the main job. If the current job is a subjob to a main job with the above setup, this action cannot be selected. For more information, please see the description of the window Invoice Layout Rules.

If split billing is used, that is, multiple bill-to customers are specified for the job in the window Bill to Customer Distribution, an invoice for each bill-to customer is printed when you select this action. Each of these can be edited in the window Invoice Editing. At the subsequent posting of the invoice journal, Maconomy uses the following posting references specified for the department of the individual bill-to customer: “Sales Nontaxable,” “Sales Taxable,” “Export Sales,” “Invoice Discount,” “Invoiced on Account,” “Customer Exchange Rate Variance,” and “Amount Rounding.” The remaining posting references are taken from the department of the job. Please note that when distributing the billing price of the invoice lines on customers, a small rounding correction may be made on one of the invoice lines. However, the total billing price will not change. For more information, please see the description of the window Bill to Customer Distribution.

A user can only print an invoice in this window if the field “Can Print Invoice” in the window Actions in the Set-Up module is marked for the user in question.

When you print the invoice, Maconomy creates an invoice journal in the G/L module, so that the relevant accounts in the general ledger and accounts receivable are updated when the invoice journal is posted. If the system parameter “Automatic posting of invoices” is marked, the invoice journal is posted automatically when it is printed. If that system parameter is not marked, the invoice journal must be posted in the G/L module. If you wish to reprint an invoice, select “Print This” in the File menu in the window Show Job Invoice.

The invoice is printed according to the invoice layout rule selected for the current job. See the description of the window Invoice Layout Rules for a description of invoice layout rules.

Invoices to be collected electronically are only printed if the customer payment mode selected for the job has a mark in the field “Print Invoice.” The customer payment mode is selected for a job in the window Job Information, and the customer payment mode is set up in the window Customer Payment Modes in the Banking module.

If the invoice causes the reconciliation of one or several invoices on account or credit memos on account, and the system parameter “Print on account spec. on invoice/credit memo” is marked, a specification of which invoices on account and/or credit memos on account are reconciled is printed on the invoice. The reconciliation can be controlled in the window Job Invoices On Account.

When you print an invoice that has a document archive, it is reassigned to the finalized invoice.

Print Credit Memo

This action is available whenever a draft credit memo exists on the job which has been approved for invoicing.

When you select this action, you create and print a credit memo on the basis of the credit memo selection in the window.

When you print the credit memo, Maconomy creates an invoice journal in the G/L module, so that the relevant accounts in the General Ledger and accounts receivable are updated when the invoice journal is posted. If the system parameter “Automatic posting of invoices” is marked, the invoice journal is posted automatically when it is printed. If this system parameter is not marked, the invoice journal must be posted in the G/L module. If you wish to reprint a credit memo, select “Print This” in the File menu in the window Show Job Credit Memo.

It is only possible to select this action if the current credit memo selection has been approved using the action “Approve Credit Memo Selection” or “Approve for Crediting on Account,” and if the value in the field “Billing Price, Total” is negative. Moreover, the credit memo selection must have been approved in the window Invoice Editing if the job’s job parameter of the type “Invoice Approval” specifies that invoice editing is required.

If the current job is a subjob to a main job for which the main job’s invoice layout rule specifies “Main Job Invoicing,” this action cannot be selected.

If split billing is used, that is, multiple bill-to customers are specified for the job in the window Bill to Customer Distribution, a credit memo for each bill-to customer is printed when you select this action. For more information, please see the description of the window Bill to Customer Distribution.

A user can only print an invoice in this window if the field “Can Print Invoice” in the window Actions in the Set-Up module is marked for the user in question.

The credit memo is printed according to the invoice layout rule selected for the current job. See the description of the window Invoice Layout Rules for a description of invoice layout rules.

If the credit memo pertains to a job invoice which has reconciled one or several invoices on account or credit memos on account, the invoices on account or credit memos on account in question are reopened. If the system parameter “Print on account spec. on invoice/credit memo” is marked, a specification of which invoices on account and/or credit memos on account are affected is printed on the credit memo.

Please note that the credit memo will not be printed if the customer payment mode selected for the job has a mark in the field “Electronic Collection,” but has no mark in the field “Print Invoice” in the window Customer Payment Modes in the Banking module. In this case, the credited amount will be offset in the next electronic collection.

Rederive Tax Code

If the setup for the derivation of a tax code has been changed since the job entries were created, you can select this action to rederive the tax code of the job entries in the table part. All open job entries are updated with the tax reporting code selected for the job.

When you select this action, any approval of the invoice selection is removed.

Invoice to Credit Memo

This action is only available when the invoice selection is open, and no drafts exist on the job. When you have created a draft to credit an invoice, you cannot create multiple drafts until you have completed the crediting by printing the credit memo (or deleted the draft to cancel the crediting).

When you select this action, Maconomy creates a credit memo selection based on the job invoice number you have specified in the field “From Invoice No.” in the card part of the window. If the job invoice number specified pertains to an invoice on account, this is credited by the amount specified in the field “On Account Reduction.” If that field is empty, the total open amount on the invoice on account is credited, that is, the amount not yet reconciled by a job invoice or a previous job credit memo on account.

A credit note must be in the same currency as the original invoice on account. This means that Maconomy requires the invoice currency on the bill-to customer of the original invoice on account to match the invoice currency of the original invoice. The bill-to customer must also be specified directly on the job.

If the invoice to be credited is on account and has been closed through Job Invoice Allocation, then the job invoice allocation will automatically be reverted, and the corresponding Job Invoice Allocation journal will be created.

Note that if the system parameter “Allow Multiple Credit Memos Per Invoice” has not been marked, it is only possible to make one credit memo per invoice. If that system parameter is marked, Maconomy will issue an alert if you attempt to make a second credit memo on the basis of a job invoice of which a part has already been credited.

If you mark the field “Restore Job Entries,” you can also reverse the job entries on which the invoice was based, returning the status of the job to the way it was before the invoicing was made. The job entries on which the job entry was based are shown in the window Itemize Invoice Selection, where the values for invoicing appear as they did on the job invoice, only in negative figures. In a similar way, previously reconciled job invoices on account and job credit memos on account are reopened if they have been reconciled by the job invoice number specified in the field “From Invoice No.” This can be seen in the window Job Invoices On Account.

If the field “Restore Job Entries” has not been marked, Maconomy will create job entries with the same amounts and quantities, only in negative figures. These job entries will be unposted with a mark in field “Dir. Inv.” In a similar way, any previously reconciled job invoices on account and job credit memos on account will not be reopened.

Regardless of whether the field “Restore Job Entries” has been marked, Maconomy resets the quantities and amounts on those entries shown in the table part of the window Itemize Invoice Selection which have no connection to the job invoice in question. This way, job crediting can be done by simply selecting the functions “Invoice to Credit Memo” and “Print Credit Memo.”

If the invoice number in the field “From Invoice No.” is a blanket invoice which involves a main job, and the main job’s invoice layout rule specifies “Main Job Invoicing” and “Main Job Invoice Selection,” the credit memo will include all job entries in the main job/subjob structure invoiced on the blanket invoice. If “Main Job Invoice Selection” is not selected for the main job, this action must be selected for each job referenced in the blanket invoice you want to convert to a credit memo.

Moreover, you should note that if a job entry on an invoice belongs to a job that has been transferred to other dimensions in the window Job Transfer on a transfer date which is after the entry date of the current entry, the invoiced amount will be suggested for crediting on a job entry in the department to which the job has been transferred, that is, the job with the new dimensions. If the job entry on the invoice has been transferred to new dimensions, that is, to a new department, the amount for crediting will be suggested on this job entry. See the introduction of the window Job Transfer for more information about the possibility of transferring jobs.

Undo Invoice to Credit Memo

You can use this action to bring the job out of the state of crediting if the Invoice to Credit Memo has been faulty applied.

Remove Latest Draft

Use this action to remove the current draft invoice and save it as a previous edit.

If the draft invoices has a document archive, it remains attached to the previous edit. unless the invoice is a blanket invoice.

The previous edit overwrites any existing previous edits. Any document archive for the deleted previous edit is no longer attached to any invoice, but continues to exist in the Documents and Notes workspace.

Remove All Drafts

Use this action to remove the current draft invoice and save it as a previous edit.

If the draft invoice has a document archive, it remains attached to the previous edit, unless the invoice is a blanket invoice.

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