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PDF Files for Final Billing Invoices

Final billing invoices and credit memos are saved as PDF files to the FileStream database and can be accessed in the Files Administration utility.

In the Global Billing Options section in Settings > Billing > Options, when you set the Store PDF of Final Invoice option to Yes, each final billing invoice and credit memo invoice that you create in Interactive Billing and Batch Billing is automatically saved as a PDF file to the FileStream database.

Invoices that you download, edit, and then upload back into Vantagepoint in Interactive Billing are also saved to the FileStream database using the format of the invoice that you uploaded back into Vantagepoint, such as a Microsoft Word file.

This setting allows you to avoid situations in which the final accepted invoices and credit memos that you preview, reprint, or email in the future do not exactly match the originals that you sent to clients. This can happen when you apply changes after the original invoice was generated, such as changing invoice templates, adding fields from the Projects hub, or changing formatting options in Billing Terms.

You can preview and reprint invoices and credit memo invoices on the Files Administration form in the desktop application. In the drop-down list of the Application field, you can select the Billing - Final Invoices option to retrieve only final invoices and not uploaded supporting documents for invoices.

The structure for file names that are automatically assigned to invoice and credit memo PDF files are as follows:
  • Standard (non-edited) invoice file name:

    Invoice [invoice number] Project [project number]

    Example: Invoice 000021 Project 2202331.00

  • Uploaded edited invoice file name:

    Invoice [invoice number] [Project] [project number] Edit

    Example: Invoice 000021 Project 2002331.00 Edit

  • Credit memo file name:

    Credit Invoice [invoice number] Project [project number]

    Example: Credit Invoice 000021 Project 2002331.00