Actions Bar of the Batch Billing Form

Use these actions at the top of the Batch Billing form as you process a batch of billing invoices.

Commonly Used Actions

Field

Description

Create Invoices

This action displays when you have the Invoice Creation tab open on the Batch Billing form. Select this action to process and generate draft or final invoices, or, if you use invoice approvals, to submit invoices for approval or accept approved invoices. Before you click this option, select projects and billing options on the Invoice Creation tab to determine the invoices to be processed, how to sort and distribute the invoices, the documents to include with invoices, and so on. When you click this action, the following occur: If you selected the Print Unbilled Detail Report option in the Include with Invoice section of the Invoice Creation tab to include this report with each invoice, the Unbilled Detail and Aging dialog box displays, which you can use to select the columns and options for the report for this Batch Billing run. Click Apply Options on the dialog box to continue creating invoices. On the Schedule dialog box, specify information for processing the invoices, such as when to start processing the run, the process server queue to which you are sending the run, and whether or not to have an email or notification sent to you when the run is finished processing. You can also choose to make this a recurring activity. Click Schedule on the dialog box to continue. For more information about scheduling invoices to process, see Scheduling Process Server Jobs. When processing is complete, the following occur and you can review the results: If you process the run immediately, when it is complete, a dialog box displays information about how many projects were processed and how many invoices were generated. Depending on the options that you selected on the Invoice Creation tab, each invoice is sent by email, or you print the batch of invoices from the Invoice Archive tab. If you are processing a final run, an invoice transaction entry file is created that contains the amounts to post to the general ledger. You post the invoice file in Transaction Center > Transaction Entry > Invoices to make the appropriate changes to your general ledger. If you selected the Post on Accept option in the Billing Session Options dialog box and the Batch Billing run has completed, an invoice transaction file is automatically created and posted. You can view the automatically posted transaction in Transaction Center > Posting Review For more information about scheduling invoices to process, see Scheduling Process Server Jobs.

Other Actions

Click this and then select any of the actions listed below. All these actions display when you have the Invoice Creation tab open. When you have the Invoice Archive tab open, only the Preview File Type action displays.

Field	Description
Billing Session Options	Select this action to open the Billing Session Options dialog box and then select options for the current Batch Billing session, such as the invoice date for the batch of invoices.
Preview File Type	Select this action to open the Preview File Type dialog box and then select a file type to use for previewing invoices or the Batch Billing Invoice List report. Options are: Adobe PDF, Rich Text Format (RTF), and Microsoft Word Document.
Update Fees	This action displays only if your security role gives you access to Billing Terms. Select this action to open the Fees tab in Billing Terms (Hubs > Projects > Billing Terms). All the projects that are selected for the Batch Billing run are selected on the Billing Terms form, so that you can easily scroll through only the projects in the Batch Billing run and verify their fee billing options and update them if necessary. For more information about the Fees tab, see Fees tab of Billing Terms.
Unsubmit Invoices	This action displays if you use an approval process for invoices (Use Invoice Approvals is set to Yes in Settings > Billing > Options). Select this action to unsubmit a batch of draft invoices for one or more projects. You can unsubmit draft invoices with a Submitted or Rejected status. On the Unsubmit Invoice dialog box that opens, you specify the options for unsubmitting a batch of draft invoices. This is useful when you submit multiple invoices with an error (for example, you submit a batch of invoices with an incorrect bill-through date or bill-through period). Unsubmit will undo the submit and return invoices to a New status. Any information associated with the draft invoice approval process will be removed. After you unsubmit the invoices, you can correct them in Interactive Billing and then submit them again. If Use Markup on Draft Invoices is set to Yes in Settings > Billing > Options: When you unsubmit invoices, the draft invoice PDFs are deleted and are no longer available on the Draft Preview tab in Draft Invoice Approvals in the Projects hub or in Interactive Billing. All of the annotations and comments are deleted and you can't get them back. The PDF files that store an approver's annotations and comments on the Revision dialog box on the Draft Preview tab in Draft Invoice Approvals are deleted. When you submit the draft invoices again, new draft invoice PDFs display on the Draft Preview tab in Draft Invoice Approvals. If Use Markup on Draft Invoices is set to No in Settings > Billing > Options: When you unsubmit invoices, any comments entered for the draft invoices on the Draft Invoice Comments dialog box are deleted, and the projects do not display in Draft Invoice Approvals in the Projects hub. When you submit the draft invoices again, you can enter new comments for the submitted invoices. If you need to make corrections to submitted draft invoices and you want to keep the existing comments for the draft invoices: Instead of unsubmitting the invoices, edit the draft invoices in Interactive Billing and then submit them again.