Deltek Vantagepoint Help

Using the Help Search

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
	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.
	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.
	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
Email	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.
Print	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.
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 Settings > Security > Roles.
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 voided invoice remains in the grid on this tab and you see the date of the void in the Void Date field in the grid. All transaction items that are associated with the invoice are returned to a billable status. You can access the billable transactions on the appropriate tab (Labor, Expenses, or Units) in Draft Invoice Approvals. You can then write off the transactions, delete them from billing, place the transactions on hold, or include them on the next invoice. Credit memos for an invoice are not automatically voided when you void the invoice. You must void the credit memos in addition to voiding the invoice. When you void a credit memo, transactions (labor, expenses, and so on) are not returned to an unbilled status. Instead, the credit memo transactions are reversed. The Email, Print, Credit Memo, Void, and Cancel actions are disabled for the voided invoice. You can use the Delete action to delete a voided invoice and continue to preview the draft invoice with annotations. When you void an invoice that was created as part of a billing schedule, the Scheduled Billing check box is automatically cleared on the Fees tab of the Billing Terms form for the project's billing terms (Hubs > Projects > Billing Terms). The milestone can then be re-billed in the future. 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 Settings > Security > Roles.
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: The invoice or credit memo is removed from the grid on the Invoice History tab, and you can no longer reprint or void the invoice or credit memo. No reversing general ledger entries are created. Labor, expense, and unit transactions cannot be changed back to unbilled transactions. Billed-to-date amounts and Accounts Receivable reports are not affected. 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 Settings > Security > Roles.
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 Settings > Billing > Options. A displays in the Pre-Invoice field in the grid when an invoice is a pre-invoice. Select a pre-invoice in the grid, and click the Cancel action to cancel the unpaid portion of a pre-invoice. The pre-invoice is canceled immediately. You cannot reverse the cancellation of a pre-invoice. 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
Invoice	This field displays the number for an invoice or pre-invoice. If an invoice was accepted and had no current billings, but it still had outstanding accounts receivable amounts, the Invoice field displays <State> to indicate that it is a statement instead of an invoice. An asterisk (*) displays next to the invoice number to indicate that the invoice has been edited in a third-party application, such as Microsoft Excel or Microsoft Word. When you click Preview, you can open the edited file in the third-party application or save the file to a local drive or a network drive. Leading zeros display in the invoice number if your firm uses leading zeros. If an invoice is a pre-invoice, displays in the Pre-Invoice field in the grid.
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 Settings > Billing > Options. A displays in the column when an invoice is a pre-invoice. 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 Settings > Billing > Options. Click in this field to view or print a PDF file that contains the draft invoice for the final accepted invoice or voided invoice. The draft invoice PDF is available after an invoice is final accepted (using Accept under the Accept action in Interactive Billing or after completing a final run type in Batch Billing). Viewing past draft invoices and their annotations may be helpful before you prepare and submit a new draft invoice for project. 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.

JavaScript must be enabled in order to use this site.Please enable JavaScript in your browser and refresh the page.

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
	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.
	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.
	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
Email	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.
Print	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.
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 Settings > Security > Roles.
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 voided invoice remains in the grid on this tab and you see the date of the void in the Void Date field in the grid. All transaction items that are associated with the invoice are returned to a billable status. You can access the billable transactions on the appropriate tab (Labor, Expenses, or Units) in Draft Invoice Approvals. You can then write off the transactions, delete them from billing, place the transactions on hold, or include them on the next invoice. Credit memos for an invoice are not automatically voided when you void the invoice. You must void the credit memos in addition to voiding the invoice. When you void a credit memo, transactions (labor, expenses, and so on) are not returned to an unbilled status. Instead, the credit memo transactions are reversed. The Email, Print, Credit Memo, Void, and Cancel actions are disabled for the voided invoice. You can use the Delete action to delete a voided invoice and continue to preview the draft invoice with annotations. When you void an invoice that was created as part of a billing schedule, the Scheduled Billing check box is automatically cleared on the Fees tab of the Billing Terms form for the project's billing terms (Hubs > Projects > Billing Terms). The milestone can then be re-billed in the future. 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 Settings > Security > Roles.
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: The invoice or credit memo is removed from the grid on the Invoice History tab, and you can no longer reprint or void the invoice or credit memo. No reversing general ledger entries are created. Labor, expense, and unit transactions cannot be changed back to unbilled transactions. Billed-to-date amounts and Accounts Receivable reports are not affected. 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 Settings > Security > Roles.
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 Settings > Billing > Options. A displays in the Pre-Invoice field in the grid when an invoice is a pre-invoice. Select a pre-invoice in the grid, and click the Cancel action to cancel the unpaid portion of a pre-invoice. The pre-invoice is canceled immediately. You cannot reverse the cancellation of a pre-invoice. 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
Invoice	This field displays the number for an invoice or pre-invoice. If an invoice was accepted and had no current billings, but it still had outstanding accounts receivable amounts, the Invoice field displays <State> to indicate that it is a statement instead of an invoice. An asterisk (*) displays next to the invoice number to indicate that the invoice has been edited in a third-party application, such as Microsoft Excel or Microsoft Word. When you click Preview, you can open the edited file in the third-party application or save the file to a local drive or a network drive. Leading zeros display in the invoice number if your firm uses leading zeros. If an invoice is a pre-invoice, displays in the Pre-Invoice field in the grid.
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 Settings > Billing > Options. A displays in the column when an invoice is a pre-invoice. 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 Settings > Billing > Options. Click in this field to view or print a PDF file that contains the draft invoice for the final accepted invoice or voided invoice. The draft invoice PDF is available after an invoice is final accepted (using Accept under the Accept action in Interactive Billing or after completing a final run type in Batch Billing). Viewing past draft invoices and their annotations may be helpful before you prepare and submit a new draft invoice for project. 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.