Invoice History Tab of the Interactive Billing Form
Use this tab to create credit memos; view, reprint, and email a project's final accepted invoices, pre-invoices, and credit memos; void and delete invoices and credit memos; and cancel pre-invoices.
Contents
Invoice History Grid
This grid displays all of a project's final accepted invoices, pre-invoices, credit memos, and voided invoices that have been processed through Interactive Billing or Batch Billing. Posted and unposted invoices and credit memos are included in the grid.
Invoice History Grid Toolbar
Field | Description |
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Click this icon to maximize the grid to a full screen display. This expanded view reduces the need to scroll through long lists of records. Click it again to return to the standard grid display. For more information, see Maximize the Grid View. |
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Click this icon to export the grid contents to a comma-separated values (.csv) file. Expand the WBS structure that you want to include prior to clicking the Export icon. For more information, see Exporting Data to a .csv File. |
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Click this icon to turn the filter row on or off in the grid. The filter row is used to quickly search for a report. For information about how the filter works, see Filter the Grid Results. |
Invoice History Grid Actions Bar
Field | Description |
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Select an invoice, credit memo, or pre-invoice in the grid, and click this action to send a copy of the invoice, credit memo, or pre-invoice as a .PDF attachment with an email message. On the Email Invoice dialog box, enter the email recipients, subject, and message, and click Send. If a project's billing terms have the Print Backup Report option or one of the Print Supporting Documents options (AP Vouchers and Disbursements, Expense Reports, or Units) selected on the Billing Backup tab, the .PDF file also contains the Backup report and the selected supporting documents. |
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Select an invoice, credit memo, or pre-invoice in the grid, and click this action to preview and then print the item. If the billing terms for the project have the Print Backup Report option or one of the Print Supporting Documents options (AP Vouchers and Disbursements, Expense Reports, or Units) selected on the Billing Backup tab, then on the Preview Backup dialog box and/or the Additional Documentation dialog box, you select whether or not to view the Backup report and/or the supporting documents with the invoice, and click Continue. On the preview screen, click the print and save icons in the toolbar at the top of the screen to print the invoice or save it in a separate file, such as a Microsoft Word or .PDF file. If you are previewing and printing an invoice with additional documents, the invoice and documents all display in a .PDF file. |
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Credit Memo |
Select an invoice in the grid, and then click this action to create a credit memo for it. You can create credit memos for posted invoices only. You cannot create a credit memo for pre-invoices. This action displays only if your security role has the Allow Final Processing check box selected in the Billing Security section of the Accounting tab in . |
Void |
Select an invoice or a credit memo in the grid, and click the Void action to void it. You cannot void pre-invoices. When you void an invoice:
The Void action displays only if your security role has the Allow Final Processing check box selected in the Billing Security section of the Accounting tab in . |
Delete |
If you no longer need to print or void an invoice or credit memo, you can delete it. You can also delete voided invoices. You cannot delete pre-invoices. Select an invoice or credit memo in the grid, and click Delete to delete it. Deleting invoices or credit memos allows you to maintain a shorter list of invoices and credit memos in the grid on the Invoice History tab. This can be helpful if you have a large number of invoices and credit memos to manage. You would delete only the older, paid invoices and credit memos that you no longer need to reprint or void. When you delete an invoice or credit memo:
If you want to create reversing general ledger entries for an invoice or a credit memo, void it. The Delete action displays only if your security role has the Allow Invoices on File to be Deleted and the Allow Final Processing check boxes selected in the Billing Security section on the Accounting tab in . |
Cancel |
This action displays when you use the pre-invoice feature and applies only for pre-invoices. Use Pre-Invoices must be set to Yes in . A
This cancels the total unpaid amount of a pre-invoice. You cannot cancel a portion of the unpaid pre-invoice. Canceling a pre-invoice does not affect any general ledger accounts. If you try to cancel a pre-invoice that is still going through the approval process, you receive a message telling you that you cannot cancel it. If you try to cancel a pre-invoice that has already been canceled, you receive a message that it is already canceled. Unpaid pre-invoices are also canceled automatically when you generate a regular (draft or final) invoice for a project that uses pre-invoices. |
Invoice History Grid Fields
Field | Description |
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Invoice |
This field displays the number for an invoice or pre-invoice.
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Invoice Date |
This field displays the invoice, credit memo, or pre-invoice date. This is the date that was entered in the Invoice Date field of the Billing Session Options dialog box for the session in which the invoice or credit memo was accepted. |
Pre-Invoice |
This column displays only if
Use Pre-Invoices is set to
Yes in
. A
If you have used the pre-invoices feature, you created some pre-invoices, and then you turned off the feature, the Pre-Invoices column no longer displays, but previously created pre-invoices display in the grid. In this situation, it is recommended that you turn off the Pre-Invoices feature only after all pre-invoices are paid or canceled, so that no pre-invoices remain in the grid on the Invoice History tab. |
File Type |
If you edited the invoice in another software application (such as Adobe Acrobat or Microsoft Word), upload the edited invoice back into Vantagepoint, and then accept the invoice in Interactive Billing, this field displays the file type of an edited invoice after you edit the invoice. File types are pdf, rtf, doc, and xls. |
Credit Memo |
If an item in the grid is a credit memo, the credit memo number displays in this field. The invoice for which the credit memo applies displays in the Invoice field. |
Void Date | When you use the Void action on this tab to void an invoice, the date of the void prefills in this field. It is the date that is entered in the Invoice Date field on the Billing Session Options dialog box when the invoice was voided. |
Draft Invoice |
This field displays if a project uses an approval process for billing invoices and you have Use Markup on Draft Invoices set to Yes in . Click
The PDF of the draft invoice shows all the annotations and comments that were made to the draft invoice on the Draft Preview tab in Draft Invoice Approvals in the Projects hub and in Interactive Billing during the approval process, before the invoice was final accepted. All the annotations and comments are added to the first draft that was created for the invoice. This includes all the annotations and comments stored in individual revision PDF files that you view from the Revision dialog box from the Draft Preview tab in Draft Invoice Approvals in the Projects hub, as well as annotation and comments that were not stored in individual revision PDF files. You cannot change existing annotations and comments or add new ones. The individual revision PDF files that you view from the Revision dialog box in Draft Invoice Approvals are deleted when an invoice is accepted. It is possible for a final, accepted invoice to have no draft invoice PDF to view. This happens if you set Use Markup on Draft Invoices to Yes after you final accepted billing invoices. |