Contents of the Invoice Accept Dialog Box
Use the fields and options to accept a final billing invoice.
If you select either the Allocate Billed Revenue on Fee Invoices Based on Category check box or the Allocate Billed Revenue on Fee Invoices Based on Transactions check box on the Fees tab in the billing terms for a project, the grid on the Invoice Accept dialog box may display more than one row with Fee in Invoice Section. When either of those options is selected, fee billing revenue can be allocated and posted to multiple revenue accounts. If that occurs, the grid contains a Fee row for each revenue account to which a fee billing amount has been allocated.
Fields
| Field | Description |
|---|---|
| Date | This field displays the date that was entered in Invoice Date field of the Billing Session Options dialog box. The date displays on the invoice and on Accounts Receivable reports. |
| Project | This field displays the project name and number to which this invoice applies. If the invoice applies for a billing group, the name and number of the main project in the billing group displays in this field. Click the project name/number to open an info bubble to view more information about the project and open the project in the Projects hub to view full information about the project. |
| Transaction Currency | If you use multiple currencies, this field displays the transaction currency. |
| Client | This field displays the name of the billing client that is currently entered for the invoice's project in the
Billing Client field on the Accounting tab in the Projects hub. This billing client is assigned to the invoice in the invoice transaction file. The billing client that is entered for an invoice in the invoice transaction entry file when you post the file is associated with the invoice and its subsequent invoice adjustments, including its voided invoices and credit memos. You can change the billing client for an invoice in an invoice transaction file in Invoice Transaction Entry before you post the file.
If you change the billing client for the project in the Projects hub after you post an invoice, the billing client associated with the posted invoice does not change. The new billing client entered for a project applies for new invoices going forward. |
Project Details Grid
This grid displays the transaction detail charges that make up the invoice.
Project Details 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. |
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Click this icon to select the columns to include in the grid. The columns available for the grid include both standard fields and user-defined fields that are used in the corresponding application area. For more information see Select Columns for a Grid. |
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Click this icon to export all the data from the grid into a comma-separated values (.csv) file that you save in Microsoft Excel or another spreadsheet application that supports .csv files. 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. |
Project Details Grid Fields
The following are all the possible fields that you can add to the grid using
on the grid toolbar:
| Field | Description |
|---|---|
| Project | This field displays only if an invoice is for a billing group. A billing group consists of multiple projects. This field displays project number of the project that is associated with the transaction. |
| Phase | This field displays the phase number for a transaction if the project has phases. |
| Phase Name | This field displays the phase name for the transaction if the project has phases. |
| Task | This field displays the task number for the transaction if the project/phase has tasks. |
| Task Name | This field displays the task name for the transaction if the project/phase has tasks. |
| Account | This field displays the general ledger revenue account that is associated with the invoice section that is entered for the transaction. This account will receive the posting for the invoice amount. You can edit the account.
A system administrator assigns these revenue accounts to the sections of the invoice in , in for revenue categories, or in the Invoice Override Accounts section on the More Calculations tab of Billing Terms (). Vantagepoint automatically posts to the accounts receivable account based on invoice mapping in . |
| Account Name | This field displays the name of the general ledger revenue account that is associated with the invoice section that is entered for the transaction. |
| Invoice Section | This field displays the name of the invoice section in which the transaction amount is displayed. Possible section names are Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, and Interest. You should not change a section name if an amount is associated with that section. Doing so can cause the amount to be posted to an incorrect account. |
| Tax Code | This field is enabled for editing if
Enable Tax Auditing Feature is set to
Yes in
and the
Invoice Section for the transaction is set to
Tax.
Enter the code for the tax rate that is associated with the invoice detail. The tax rate is multiplied by the amount in the Tax Basis field to obtain the amount in the Amount field in the grid. |
| Amount | This field displays the total amount to be posted to the invoice section/account for the transaction. Any changes made to the amount here will not change the actual invoice amount by recalculating. |
| Retainage |
This field is available only if you set Use Retainage to Yes in . This field displays any retainage amount applied to this transaction. Retainage amounts should be entered as negative amounts. |
| Tax Basis | This field is enabled for editing if
Enable Tax Auditing Feature is set to
Yes in
and the invoice section for the transaction is set to
Tax.
This field displays the net amount on which the tax (entered in the Amount field) is based. When you enter a tax code in the Tax Code field and a tax amount in the Amount field, Vantagepoint calculates the tax basis. |
| Retainer |
This check box is only available if Use Retainers is set to Yes in . Select this check box to indicate that the amount shown must be treated as a retainer for the project and invoice. |
Row Options
Select a row in the grid, click
at the end of the row, and select one of the following options:
| Field | Description |
|---|---|
| Copy | This copies the selected transaction row to add a new transaction in the grid. Then you can edit the new row's information as needed. |
| Delete | This deletes the selected transaction row. |
| Currency Override | This opens the Currency Override dialog box in which you can override the exchange rate for an entire work breakdown structure. For example, if your projects have phases and tasks, when you select a row for a certain phase/task on the Invoice Accept dialog box and you enter override information on the Currency Override dialog box, the exchange rate for all the project detail rows in the grid with the same phase and task is overridden. |
Below the Grid
| Field | Description |
|---|---|
| + Add Project Detail | Click this link to add a transaction to the grid for the invoice. |
| Amount Totals | Total amounts display below the grid for amount columns. |
| Page Totals | If the project for which you are generating this invoice is part of a billing group or is subdivided into phases or phases and tasks, this field lists the total for the currently displayed project, sub-project, phase, or task. The total for the entire invoice displays in the Invoice Total field. |
| Invoice Total | This field displays the total for the entire invoice. Vantagepoint adds all the individual sections and page totals and displays the total for the entire invoice. |
| Accept | Click this button accept the final invoice. The invoice displays so you can view it.
Vantagepoint assigns an invoice number and the associated transaction detail is marked as having been billed.
If you have Employee Realization enabled (Enable Employee Realization by Employee is set to Yes in ), you use the invoice frequency for the realization, and there are labor or employee-specific unit transactions with a Bill status that are accepted, the Employee Realization Allocation dialog box is displayed so you can run Employee Specific Unit Realization and Labor Realization details. Any changes that you make on the Invoice Accept dialog box that affect allocation accounts set up for Employee Realization Reporting are used on the Employee Realization Allocation dialog box for the realization calculation. For more information, see Step 7 of Allocate Employee Realization by Invoice Frequency. After you accept all the intended invoices during the billing session, go to to review and post the invoice transaction file. |
| Cancel | Click this button to return to the Interactive Billing form without accepting and creating the invoice. |