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Checklist: Processing Invoices in Batch Billing

Before you use Batch Billing to create invoices, you must perform certain steps to make the data available to be billed for your projects.

The following checklist describes the process that you use to create invoices using Batch Billing.

To use Batch Billing to create final bills, your security role must have the Allow Final Processing check box selected in the Batch Billing section of the Accounting tab in Settings > Security > Roles.

Step Description Location
1

In various applications in Vantagepoint, enter and post the following billable transactions that you plan to include on a billing invoice for a project:

  • Timesheets
  • Expense reports
  • AP Vouchers
  • AP Disbursements
  • Labor adjustments
  • Miscellaneous expenses
  • Units
  • Units by project

Labor transactions are billable if you post them to a billable labor code.

Expense transactions are generally billable if you post then to a general ledger account other than a direct expense account (by default, a 600-level account).

  • My Stuff > Timesheet
  • My Stuff > Expense Report
  • Transaction Center > Transaction Entry
2 Review the Unbilled Detail and Aging report for a project to review transactions to include on the next billing invoice.

On the Reports tab in My Stuff > Reporting: Select Billing type reports and then select the Unbilled Detail and Aging report.

3 Create draft invoices for projects. On the Invoice Creation tab in Billing > Batch Billing: Select the Draft run type. On the Actions bar, click Create Invoices.
4 Update fee terms for your projects if necessary. Billing > Batch Billing: On the Actions bar, click Other Actions > Update Fees.
5 Update billing terms for a project if necessary. Hubs > Projects > Billing Terms
6 Transfer, hold, view, bill, write-off, modify, delete, or insert transactions for a project's invoice. Billing > Interactive Billing: Labor tab, Expense tab, or Units tab
7 Optional: Complete the setup to have all the invoices in a batch automatically emailed to one or more recipients when you create the batch. Select the Email Invoices Setup check box in the Invoice Distribution section of the Invoice Creation tab, and complete the email setup in the Email Invoice dialog box.
8 Accept and create a batch of final invoices. On the Invoice Creation tab in Billing > Batch Billing: Select the Final run type. On the Actions bar, click Create Invoices.
9 Print the invoices. On the Invoice Archive tab in Billing > Batch Billing: Select a row in the grid and then use the row tools at the end of the row.
10 Post the invoice file that was created for the final invoices. Transaction Center > Transaction Entry > Invoices