Contents of the Invoices Form

Use the fields and options on the Invoices form to review information about the invoices that are associated with the currently selected project. You can also use this grid to view, enter, or edit details and comments related to the invoices. Draft invoices awaiting approval precede the grid.

Header Fields

Field	Description
Project search	Use the field next to the form title to search for and select an existing project to view or edit. If you are working in the Projects hub and you switch from one form in that hub to another, your search information is preserved, and the project you select remains selected. Click the filter drop-down arrow on the left side of the search field, and select one of the available search types. The project search types includes standard, legacy, personal (My Searches), and shared searches. Active: Select from a list of all active projects to which you have access. All: Select from a list of all projects to which you have access, regardless of project status. My Active: Select from a list of all active projects with which you are associated as a team member on the Team tab of the Projects form. The list includes a project if you are associated with it at any level of the work breakdown structure (WBS). Project Manager: Select from a list of all active projects for which you are the project manager at any level of the WBS. My Organization Level 1: Select from a list of active projects that are assigned, at any WBS level, to the same organization level 1 (the same company, for example) to which you are assigned in the Employees hub. This option is only available if Vantagepoint is set up to use organizations. My Organization: Select from a list of all active projects that are assigned at any WBS level to the full organization to which you are assigned in the Employees hub. This option is only available if Vantagepoint is set up to use organizations. My Draft Invoices: This search is available if your security role has access to Invoice Approvals. Select from a list of all active projects for which a submitted draft invoice exists that you are responsible for approving or rejecting. Legacy Searches: Select a search from this folder to display a list of projects based on a search from previous versions of the application or from legacy systems. Although you cannot modify a legacy search, you can build a new search based on a legacy search. Click the icon to display the Edit Search dialog box. Click Delete and Start Over to build a new search based on the legacy search. My Searches : Select a search from this folder to display a list of projects based on your personal search. Click the icon to display the Edit Search dialog box. You can then update your personal search for future use. Shared Searches: Select a search from this folder to display a list of projects shared with other team members and roles. Click the icon to display the Edit Search dialog box. You can then update the shared search for future use. SQL Where Clause Search: Select a search from this folder to display a list of projects based on SQL Where Clause query statements and advanced search settings. These complex searches locate records across multiple hubs, applications, or databases. You must have the appropriate security role access to use this advanced search functionality. If you share a SQL Where Search with a user who does not have the required security role access to SQL Where Clause searches, then the user can view and run the SQL Where Clause search, but they cannot edit it. + New Search: Select this link to create a new search for projects. Use both basic and advanced search features on the New Search dialog box to refine search criteria. Use the Advanced Settings feature to search by all available Projects hub grids and fields (including, standard and user-defined grid fields), based upon your field level security. The Add a Field drop-down includes all standard and user-defined grid fields associated with the hub or application. You can type part of the field name to find it or use the drop-down to locate the desired field. Fields in grids are organized under the grid name in bold. For example, when you select Projects, a list of all grid fields associated with Projects hub is displayed. For these searches, a project is considered active if the status of the project-level WBS element is Active. The project search list sort order option that you select on the My Preferences dialog box determines the order in which the projects display in the list: by name or by number. To change that setting, click on the main Vantagepoint toolbar. If warning conditions exist for any of the projects and Show Project Warning Indicators is selected on the Project Settings dialog box, a red or yellow warning indicator (, for example) displays next to them on the list. You can hover over or tap an indicator to display a description of the warning condition. For information about creating and using searches, see the Search Vantagepoint help topics.
x of x	Use these arrow icons to scroll through the records in the search results and display a different record to display on the form. The numbers indicate which record you are viewing out of the total number of records in the search results.
+ New Project	Click this option to create a new project. This option is available if your security role has the access rights required for adding records. When you add a new project, Vantagepoint also creates a plan for that project. Depending on how you add the project, you may have an option of copying an existing project plan. If not, Vantagepoint automatically creates a plan for the project using default settings, so you can immediately begin entering planning data.
	Click this icon next to the project name to display the Project Structure dialog box. If the project has a WBS with more than one level or it has a linked promotional project, the dialog box displays the levels and elements in the structure. You can then select another WBS element to display in the Projects hub, or you can edit the project structure. You can also select a WBS element for the linked promotional project, if one exists. If the project currently only has one level in the WBS and no linked promotional project, the Project Structure dialog box gives you options for adding WBS elements at lower levels. Click + Create a New Project Structure to add WBS elements individually using the Edit Project Structure form. To choose WBS elements from a project template, select the template in Use a Project Template and click Use Template. By default, the Project Structure dialog box displays immediately below this icon, and when you select a WBS element, it closes. However, if you are working in the Projects hub and you want the dialog box to remain open after you make a selection so it is readily available for navigating to other WBS elements, drag the dialog box to a different location. It will then remain open while you work, as long as you do not select a different project or leave the Projects hub.
	If the project belongs to a billing group, click this icon next to the project name to display the Billing Group dialog box. That dialog box displays the projects in the billing group, along with any lower-level WBS elements, so you can select another project or lower-level WBS element to display in the Projects hub.
Project Name and Project Number	When you select a project to view or edit, the project's name and number display at the top of the form below the search field. If you navigate to a lower level work breakdown structure (WBS) element, the number and name of that element and the number and names of the parent elements above it in the WBS are displayed.
and	Click to the right of the Summary pane to collapse the pane and expand the main part of the form. When the Summary pane is collapsed, click to expand and display it.

Action Bar

Click Other Actions to select one of these options.

Field	Description
Add Touchpoint	Select this option to add a touchpoint (a simple activity such as a meeting or a phone call) for the currently displayed record.
Add Proposal	Select this option to display the New Proposal dialog box and begin adding a new proposal for the project.
Import GovWin IQ Opportunities	Select this option to connect to your GovWin IQ instance and import one or more opportunity records from GovWin IQ as in pursuit projects in Vantagepoint.
	This option displays if GovWin IQ Integration is enabled on the GovWin IQ form (Utilities > Integrations > GovWin IQ), and if Vantagepoint is set up to use auto-numbering for project numbers. (If auto-numbering is not implemented for projects, this option is not available. In that case, you can only import opportunities from GovWin IQ one at a time by selecting From GovWin IQ in How to Create Project on the New Project form.)
Delete Plan Assignments	Select this action to remove all of the plan's assignments for resources, expense types, and consultant types, all planned hours and amounts, and the baseline, leaving theproject with an empty plan. Note, however, that assignments that have actual job-to-date (JTD) hours or amounts are not removed, though their planned hours or amounts are. If the plan has a baseline and you do not have access rights to change the baseline, this action is not available.
Revert	Select this action to discard unpublished changes and return to the most recently published version of the plan and its baseline plan. This action is available if the plan contains changes that have not yet been published, whether or not those changes have been checked in.
Plan Settings	Select this action to display the Plan Settings dialog box and specify the budget type, the cost and billing rate methods, tables, and multipliers, and other settings to use for the currently selected plan. If the plan is not already checked out to you, this action automatically checks it out.
Check In Plans	Select this option to open the Check In Plans dialog box. This dialog box lists all the plans currently checked out to you and allows you to select the ones you want to check in. You can check in the plans that are checked out to you and, if your security role is an Administrator role, you can also check in plans that are checked out to others. Be aware that checking in a plan that is checked out to someone else may result in them losing their unsaved changes.
Project Settings	Select this option to display the Project Settings dialog box. In that dialog box, you can select display options for the project search results list and the project structure.
Design	If your security role gives you access, select this option to open the Screen Designer, which you can use to add tabs, grids, fields, and field properties. The Screen Designer is composed of two sections: a canvas area (on the left) that lets you view the design changes that you make to the form, and a list of tabs, fields, and properties (on the right) that can be defined and added to the screen. Click the in the upper right corner of a field or tab to remove it from the form.
Print Report	Select this option to display the Reporting form so you can generate an Accounts Receivable report or other report.

AR Fields

The WBS level you are viewing affects which fields display. To see all available fields, view the form at the highest WBS level.

Field	Description
Billing Client	These fields display information for the firm to which invoices for the project are sent. Click to select the billing client, the client's billing address, and the billing contact. The billing contacts email address and phone numbers are also displayed. You can only select the billing client from firms that are marked as clients in the Firms hub, and the billing contact must be a contact associated with the billing client. If you change billing client or billing contact here, that change is also made on the Accounting tab of the Projects form and on the Billing Terms form.
Average Age	This field displays the average number of days, from the invoice date to today, that invoices have had an unpaid balance. This field is automatically calculated for all rows in the Invoices grid, even those that do not contain a date.
Last Receipt	This field displays the date and amount of the most recent payment received.
Unapplied Retainer	If the client has paid a retainer and the biller has applied some of the retainer to one or more invoices, this field displays the amount of the held retainers for the project that have not yet been billed.
Aged Accounts Receivable	This chart displays your posted accounts receivable information, with aging data, for the current project. The Aged Accounts Receivable chart always reflects data at the project level. For a description of the chart data, see Aged Accounts Receivable Chart.

Draft Invoice

if you are assigned to approve or reject invoices for the currently selected project and an invoice is awaiting approval, Vantagepoint displays an exclamation point next to the Invoices option on the Projects menu in the Navigation pane. In that case, an extra row precedes the grid, labeled Draft.

Field	Description
Invoice Date	This column displays the invoice date for the draft invoice.
Invoice Amount	This column displays the amount of the draft invoice.
	Hover over the row and click this icon at the end of the row to download and display the draft invoice as a PDF, RTF, Microsoft Word, or Microsoft Excel file.
	Hover over the row and click this icon at the end of the row to perform one of the following actions:

• Display Draft Invoice: Download and display the draft invoice as a PDF, RTF, Microsoft Word, or Microsoft Excel file.
• Approve Invoice: Display the Billing Comments dialog box to enter a comment and then approve the draft invoice.
• Reject Invoice: Display the Billing Comments dialog box to enter a comment and then reject the draft invoice.

  If the invoice's project is the main project for a billing group, all projects within the billing group are rejected as well. If an invoice is rejected, anyone who has required security access can display the invoice in Vantagepoint Interactive Billing and make changes to that invoice and submit it for approval again.

• Draft Invoice Comments: Display the Billing Comments dialog box to enter "in process" comments for the draft invoice.

Invoices Grid

Field	Description
Invoice	This column displays the invoice number.
Invoice Date	This column displays the invoice date.
Invoice Total	This column displays the invoice amount. This amount includes fee, labor, expenses, consultants, taxes, interest, retainage, and all add-ons except retainer.
Applied Retainer	This column displays the amount of the retainer that is applied to the invoice. This column only displays if retainers are enabled in Settings > Billing > Options.
Amount Paid	This column displays the sum of all payment amounts that have been applied to the invoice, including retainers.
Credit Memos	This column displays the sum of the credit memos that have been applied against the invoice.
Retainage	This column displays the retainage amount for the invoice that is not currently due. This amount is affected by retainage amounts entered on credit memos. This column is available only if you set Use Retainage to Yes in Settings > Billing > Options.
Amount Due	This column displays the original invoice amount less any payments, credit memos, and outstanding retainage (because retainage is not considered due at this time).
Days Out	This column displays the number of days, from the invoice date to today, for which the invoice has had an unpaid balance.
	Click this icon at the end of a grid row to display invoice amounts by invoice section, payments received, and any credit memo amounts posted against it. You can also choose to view the Billing Backup report and supporting documents.
	Click this icon at the end of a grid row to perform one of the following actions: Filed Invoice: Depending on settings in the billing terms, the Additional Documentation dialog box may display first, to give you the option to also view the Billing Backup report or supporting documents along with the invoice. The dialog box displays only when the invoice was not edited outside of Vantagepoint and then uploaded, and when the billing terms for the project have the Print Backup Report or one of the Print Supporting Documents options selected. Select the options you want and click Continue to display the invoice with any selected additional details. When the invoice opens, it displays in one of these supported file types: PDF, RTF, Microsoft Word, and Microsoft Excel. If the invoice was edited outside of Vantagepoint and then uploaded, the Backup Report displays if the billing terms for the project are set to print it. The A/P Voucher or Expense Report supporting documentation does not display, even if the billing terms are set to print them. Invoice Details: Open the Details for Invoice dialog box, in which you can view all invoice, credit memo, and payment information by invoice section (Fee, Labor, Consultant, and so on) AR Comments: Open the AR Comments dialog box, in which you can review, edit, add, or delete accounts receivable comments for the billing client of the current project.