Contents of the Invoices Form

Use the fields and options on this form to review information about the posted invoices for the project you selected. Use the grid on the form to view, enter, or edit details and accounts receivable comments related to the invoices. Draft invoices awaiting approval precede the grid.

If you are at the project level of the work breakdown structure (WBS), the accounts receivable and invoice data are for the project as a whole. If you navigate to a lower-level WBS element, the form is updated to display only data for that WBS element.

Header Fields

Field	Description
Find project	At the top of the Invoices form, enter a partial or complete name or number in the Find project field to find and select an existing project to view or edit its related accounts receivable information and information about individual invoices. If more than one record is returned, the default () Active Only toggle appears at the bottom right of the drop-down list. To filter the search results to return only active records, click the Active Only toggle to the On position (). Vantagepoint returns only active records in the drop-down list. The Active Only toggle setting will be preserved across sessions until you change the setting again. If you are working in the Projects hub and you switch from one form in that hub to another, your current project record selection is preserved in all forms for the Projects hub. For information about creating and using searches, see the Search Vantagepoint help topics.
Search Navigation Controls	The Search Navigation Controls display to the right of the Find lookup field at the top of most Vantagepoint hub and application forms. Use these controls and their related components to quickly locate a saved search, create ad hoc or new searches, page through records, and find and select multiple hub records. On the Saved Search control (), click to display the Saved Searches (left) pane and Record Selection (right) pane. Most search types include standard, personal (My Searches), shared, and complex searches, as well as an ad hoc search Selection. Available search types vary, depending on the active hub or application form. For more information about Search Navigation Controls, see Search Quick Reference, Components of a Search, and Use Search Navigation Controls to Filter Records.
Saved Searches List	To filter the list of projects, select one of the following search types: Quick Find: Use this field to locate a specific search or group of searches in a long list of searches. Enter one or more characters in this field and then pause to allow time for the results set to refresh. The records returned for the search are listed in the Records Selection pane. Selection: If available, this ad hoc search appears in the Saved Search control and also in the Saved Searches list. This type of search is based on an existing search in the Saved Searches list and, typically, comprises a portion of all the available hub or application records that were included in the saved search. Use this type of search to quickly view a specific subset of records for a standard search. Only one ad hoc Selection is available at any given time and will remain unchanged until you either update it or create an ad hoc search. For more information, see Select Hub Records for an Ad Hoc Search and Edit an Ad Hoc Search Selection. Active: Select from a list of all active projects to which you have access. All: Select from a list of all projects to which you have access, regardless of project status. My Active: Select from a list of all active projects with which you are associated as a team member on the Team tab of the Projects form. The list includes a project if you are associated with it at any level of the WBS. Project Manager: Select from a list of all active projects for which you are the project manager at any level of the WBS. My Organization Level 1: Select from a list of active projects that are assigned, at any WBS level, to the same organization level 1 (the same company, for example) to which you are assigned in the Employees hub. This option is available only if Vantagepoint is set up to use organizations. My Organization: Select from a list of all active projects that are assigned at any WBS level to the full organization to which you are assigned in the Employees hub. This option is available only if Vantagepoint is set up to use organizations. My Draft Invoices: This search is available if your security role has access to Invoice Approvals. Select from a list of all active projects for which a submitted draft invoice exists that you are responsible for approving or rejecting. My Searches: Select a search from this folder to display a list of projects based on your personal search. Click the icon to display the Edit Project Search dialog box. You can then update your personal search for future use. Shared Searches: Select a search from this folder to display a list of projects shared with other team members and roles. Click the icon to display the Edit Project Search dialog box. You can then update the shared search for future use. SQL Where Clause Search: Select a search from this folder to display a list of projects based on SQL Where Clause query statements and advanced search settings. These complex searches locate records across multiple hubs, applications, or databases. You must have the appropriate security role access to use this advanced search functionality. If you share a SQL Where Search with a user who does not have the required security role access to SQL Where Clause searches, then the user can view and run the SQL Where Clause search, but they cannot edit it. Legacy searches, which are based on saved searches from previous versions of the application or legacy systems, display as SQL Where Clause searches. + New Search: Select this link to create a search for projects. Use both basic and advanced search features on the New Search dialog box to refine search criteria. Use the Advanced Settings feature to search by all available Projects hub grids and fields (including standard and user-defined grid fields), based on your field level security. The Add a Field drop-down includes all standard and user-defined grid fields associated with the hub or application. You can type part of the field name to find it or use the drop-down list to locate the desired field. Fields in grids are organized under the grid name in bold. For example, when you select Projects, a list of all grid fields associated with the Projects hub is displayed. For these searches, a project is considered active if the status of the project-level WBS element is Active. The project search list sort order option that you select on the My Preferences dialog box determines the order in which the projects display in the list: by name or by number. To change that setting, click on the main Vantagepoint toolbar. If warning conditions exist for any of the projects and Show Project Warning Indicators is selected on the Project Settings dialog box, a red or yellow warning indicator (, for example) displays next to them on the list. You can hover over or click an indicator to display a description of the warning condition. For information about creating and using searches, see the Search Vantagepoint help topics.
x of x	Use these arrow icons to scroll through the records in the search results and display a different record on the form. The numbers indicate which record you are viewing out of the total number of records in the search results.
+ New Project	Click this option to create a project. This option is available if your security role has the access rights required for adding records. When you add a new project, Vantagepoint also creates a plan for that project. Depending on how you add the project, you may have an option of copying an existing project plan. If not, Vantagepoint automatically creates a plan for the project using default settings, so you can immediately begin entering planning data.
	Click this icon next to the project name to display the Project Structure dialog box. If the project has a WBS with more than one level or it has a linked promotional project, the dialog box displays the levels and elements in the structure. You can then select another WBS element to display in the Projects hub, or you can edit the project structure. You can also select a WBS element for the linked promotional project, if one exists. If the project currently has only one level in the WBS and no linked promotional project, the Project Structure dialog box gives you options for adding WBS elements at lower levels. Click + Create a New Project Structure to add WBS elements individually using the Edit Project Structure form. To choose WBS elements from a project template, select the template in Use a Project Template and then click Use Template. By default, the Project Structure dialog box displays immediately below this icon, and when you select a WBS element, the dialog box closes. However, if you are working in the Projects hub and you want the dialog box to remain open after you make a selection so it is readily available for navigating to other WBS elements, drag the dialog box to a different location. It will then remain open while you work, as long as you do not select a different project or leave the Projects hub.
	If the project belongs to a billing group, click this icon next to the project name to display the Billing Group dialog box. That dialog box displays the projects in the billing group, along with any lower-level WBS elements, so you can select another project or lower-level WBS element to display in the Projects hub.
Project Name and Project Number	When you select a project to view or edit, the project's name and number display at the top of the form below the search field. If you navigate to a lower-level WBS element, the number and name of that element and the number and names of the parent elements above it in the WBS are displayed. If You Have the Pre-Award Project Numbering Feature Turned On If you have this feature turned on, when a project is awarded, you can change the project's number to an awarded number immediately or schedule it to be changed at a future time. When you take either action, orange text displays below the project number in the Project Number field. If you change the project number immediately, the orange text lets you know that the project number is currently being changed. If you scheduled the number to be changed at a future time, the orange text shows you the date and time that the number will be changed. The new project number that will be assigned is also displayed in orange text below the project number. This same orange text displays below the project number in the Project Number field in other applications in the Projects hub, such as Contract Management. For more information about the Pre-Award Project Numbering feature, see Using Different Numbering Systems for Pre-Award and Awarded Projects.
and	Click to the right of the Summary pane to collapse the pane and expand the main part of the form. When the Summary pane is collapsed, click to expand and display it.

Actions

Click the Actions menu to access commonly performed actions.

Field	Description
Find Field	On the Actions bar or Other Actions menu, select this option to quickly search for any field name or database column identifier on a hub form and its tabs. The field names are the actual names that display on a hub form and its tabs. The field identifiers are the database column names for each field, which can include grids, lookups, calendars, and other selection lists. In the Find Field, enter a partial or complete name or number and click to return all available fields. The number of matches found displays below the Find Field Caption/ID search field. For example, Files Found: 5 indicates that 5 associated fields were located. When multiple matches are found, click or to page through the results on the hub forms and tabs. As you page through the field results, the hub form locates and then highlights either a specific form field or the grid, lookup, or drop-down list that contains the specified field record. For more information, see Find a Field on a Hub Form.
Add Touchpoint	Select this option to add a touchpoint (a simple activity such as a meeting or a phone call) for the currently displayed record.
Create New Proposal	Select this option to display the New Proposal dialog box and begin adding a proposal for the project. Enter the proposal's general information, including name, number, project, due date, and other details.
Project Settings	Select this option to display the Project Settings dialog box. On that dialog box, you can select display options for the project search results list and the project structure.
Design	If your security role gives you access, select this option to open the Screen Designer, which you can use to add tabs, grids, fields, and field properties. The Screen Designer is composed of two sections: a canvas area (on the left) that enables you to view the design changes that you make to the form, and a list of tabs, fields, and properties (on the right) that can be defined and added to the screen. Click the in the upper-right corner of a field or tab to remove it from the form.
Print	Select this option to display the Print Options menu. Depending on which option you select, Vantagepoint displays either the Reporting dialog box or the search dialog box. You can then specify the record or record selection to be included in the report before generating and printing the report. See Select a Print Option to Print Records for a Report for more information.

Receivables Information

These fields and the chart display accounts receivable data for the project as a whole or for the currently selected lower-level WBS element.

Field	Description
Average Age	This field displays the average number of days, from the invoice date to today, that invoices in the Invoices grid have had an unpaid balance. This field is automatically calculated based on all rows in the grid, even those that do not contain a date. Invoices can have different invoice dates for different WBS elements. In that case, the average age could vary depending on the currently selected WBS element. To view the overall average age for the project's invoices, navigate to the project level of the WBS.
Last Receipt	This field displays the date and amount of the most recent payment received.
Unapplied Retainer	If the client has paid one or more retainers for the project, this field displays the retainer amount that has not yet been applied.
Aged Accounts Receivable Chart	This chart displays posted accounts receivable information, with aging data, for the current project as a whole or for the currently selected WBS element. For a description of the chart data, see Aged Accounts Receivable Chart.

Draft Invoice

If you are assigned to approve or reject invoices for the currently selected project, and an invoice is awaiting approval, Vantagepoint displays an exclamation point next to the Invoices menu item in the Navigation pane. In that case, an extra row precedes the grid, labeled Draft.

Field	Description
Invoice Date	This column displays the invoice date for the draft invoice.
Invoice Amount	This column displays the amount of the draft invoice.
	Hover over the row and click this icon at the end of the row to download and display the draft invoice as a PDF, RTF, Microsoft Word, or Microsoft Excel file. If the invoice was not edited outside of Vantagepoint and then uploaded back into Vantagepoint, and if the billing terms for the project have the Print Backup Report or one of the Print Supporting Documents options selected, the Additional Documentation dialog box displays so that you can choose whether or not you want to see additional related documents when you view the invoice. Select the options that you want and then click Continue. If the Additional Documentation dialog box does not display, the invoice displays immediately. If the invoice was edited outside of Vantagepoint and then uploaded, the Billing Backup report displays if the billing terms for the project are set to print it. Supporting AP vouchers and expense reports do not display, even if the billing terms are set to print them.
	Hover over the row and click this icon at the end of the row to perform one of the following actions: Display Draft Invoice: Download and display the draft invoice as a PDF, RTF, Microsoft Word, or Microsoft Excel file. If the invoice was not edited outside of Vantagepoint and then uploaded, and if the billing terms for the project have the Print Backup Report or one of the Print Supporting Documents options selected, the Additional Documentation dialog box displays so you can choose whether you want to see additional related documents when you view the invoice. Select the options you want and then click Continue. If the Additional Documentation dialog box does not display, the invoice displays immediately. If the invoice was edited outside of Vantagepoint and then uploaded, the Billing Backup report will display if the billing terms for the project are set to print it. Supporting AP vouchers and expense reports do not display, even if the billing terms are set to print them. Approve Invoice: Display the Billing Comments dialog box to enter a comment and then approve the draft invoice. Reject Invoice: Display the Billing Comments dialog box to enter a comment and then reject the draft invoice. If the invoice's project is the main project for a billing group, all projects within the billing group are rejected as well. If an invoice is rejected, anyone who has required security access can display the invoice in Vantagepoint Interactive Billing, make changes to that invoice, and submit it for approval again. Draft Invoice Comments: Display the Billing Comments dialog box to enter "in process" comments for the draft invoice.

Invoices Grid

This grid displays posted invoices for the selected project as of the current active period. If your current active period is a prior period, billing, payment, and other transactions for later periods are not included.

If you are at the project level of the WBS, the invoice data is for the project as a whole. If you navigate to a lower-level WBS element, the grid contents and grid totals are updated to display only data for that WBS element. If you apply column filters, the grid totals update to reflect only the filtered set of invoices.

Field	Description
	Click this icon to expand the grid to a full-screen display. This expanded view reduces the need to scroll through long lists of records. Click this icon again to return to a standard grid display. For more information, see Maximize the Grid View.
	Click this icon to export all the data from the grid to 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.
	Click this icon to display the column filter options. Use the filter options to restrict the grid contents. For more information, see Filter the Grid Results.
Billing Client	This column displays the name of the billing client for the posted invoice. A project can have different billing clients over the life of the project. In this situation, the billing client that was entered for a project (on the Accounting tab in the Projects hub) at the time an invoice was posted is associated with the posted invoice. This field is not available on a promotional project when it is linked to a regular project.
Invoice	This column displays the invoice number.
Invoice Date	This column displays the invoice date associated with the currently selected WBS element.
Invoice Total	This column displays the invoice amount. This amount includes fee, labor, expenses, consultants, taxes, interest, retainage, and all add-ons except retainer.
Applied Retainer	This column displays the amount of the retainer that is applied to the invoice. This column displays only if retainers are enabled in Settings > Billing > Options.
Amount Paid	This column displays the sum of all payment amounts that have been applied to the invoice.
Credit Memos	This column displays the sum of the credit memos that have been applied against the invoice.
Retainage	This column displays the retainage amount for the invoice that is not currently due. This amount is affected by retainage amounts entered on credit memos. This column is available only if you set Use Retainage to Yes in Settings > Billing > Options.
Amount Due	This column displays the original invoice amount less any payments, credit memos, and outstanding retainage (because retainage is not considered due at this time).
Days Out	This column displays the number of days, from the invoice date to today, for which the invoice has had an unpaid balance. Invoices can have different invoice dates for different WBS elements. In that case, the number in this field could vary depending on the currently selected WBS element.
	Hover over or select an invoice row and click this icon (Filed Invoice) at the end of the row to open a preview window and view, print, or download an invoice or voided invoice that was saved as a PDF, RTF, Microsoft Word, or Microsoft Excel file. This preview shows: Invoices that were originally created and stored as a PDF file (Store PDF of Final Invoice was set to Yes in Settings > Billing > Options when the invoice was created). Voided invoices if the original invoice was created and stored as a PDF (Store PDF of Final Invoice was set to Yes in Settings > Billing > Options when the invoice was created). Invoices that you edited in third party software and uploaded back into Vantagepoint. The Additional Documentation dialog box will display first to give you the option to also view, print, or download the Billing Backup report and supporting documents with an invoice if the billing terms for the project have the Print Backup Report option and/or the Print Supporting Documents option selected. The dialog box does not display if an invoice was downloaded and edited in third party software, such as Microsoft Word, and then uploaded back into Vantagepoint. The AP Voucher or Expense Report supporting documents do not display, even if the billing terms are set to print them. After you make selections on the Additional Documentation dialog box, click Continue to display the invoice or voided invoice in the preview window with any selected additional documents. Click the printer icon in the toolbar to print the invoice or voided invoice. Click the save icon to download to file to a to a location outside of Vantagepoint.
	Hover over a row in the grid, click this icon at the end of the row, and select one of the following options: Option Description Filed Invoice This option opens a preview window where you can view, print, and download an invoice or voided invoice that was saved as a PDF, RTF, Microsoft Word, or Microsoft Excel file. This preview shows: Invoices that were originally created and stored as a PDF file (Store PDF of Final Invoice was set to Yes in Settings > Billing > Options when the invoice was created). Voided invoices if the original invoice was created and stored as a PDF (Store PDF of Final Invoice was set to Yes in Settings > Billing > Options when the invoice was created). Invoices that you edited in third party software and uploaded back into Vantagepoint. The Additional Documentation dialog box will display first to give you the option to also view, print, or download the Billing Backup report and supporting documents with an invoice if the billing terms for the project have the Print Backup Report option and/or the Print Supporting Documents option selected. The dialog box does not display if an invoice was downloaded and edited in third party software, such as Microsoft Word, and then uploaded back into Vantagepoint. The AP Voucher or Expense Report supporting documents do not display, even if the billing terms are set to print them. If the invoice was edited outside of Vantagepoint and then uploaded back into Vantagepoint, the Backup report displays if the billing terms for the project are set to print it. The AP Voucher or Expense Report supporting documentation does not display, even if the billing terms are set to print them. After you make selections on the Additional Documentation dialog box, click Continue to display the invoice or voided invoice in the preview window with any selected additional documents. Click the printer icon to print the invoice or voided invoice. Click the save icon to download to file to a to a location outside of Vantagepoint. This option is available whether you are at the project level of the WBS or have navigated to a lower-level WBS element. Invoice Details This option opens the Invoice Details dialog box in which you view invoice, voided invoice, credit memo, voided credit memo, and payment information by invoice section (Fee, Labor, Consultant, and so on). If you navigated to a lower-level element in the WBS, the detail on the dialog box is for that WBS element. The following apply if an invoice or credit memo was originally created and stored as a PDF file (This occurs if Store PDF of Final Invoice was set to Yes in Settings > Billing > Options when the invoice or credit memo was created): To view, print, or download a voided invoice, select a voided invoice row in the Invoices grid, click , select Invoice Details, and on the Invoice Details dialog box click the invoice number (a hyperlink) in the upper left corner of the dialog box. To view, print, or download a voided credit memo, select an invoice in the Invoices grid that has a voided credit memo, click , select Invoice Details, and on the Invoice Details dialog box, click the number in the Credit Memo Number column. AR Comments This option to opens the AR Comments dialog box, on which you can add, review, edit, or delete accounts receivable comments for all of a project's invoices and current and past billing clients.