Deltek Vantagepoint Help

Invoice Archive Tab of the Batch Billing Form

Use this tab to preview, print, or download Batch Billing invoice archive files. These are the files that were previously generated from Batch Billing runs.

You can preview, print, and download only the Batch Billing invoice archive files for the Batch Billing runs that you, the logged-in user, generated.

You can preview, print, and download the invoice archive files only as PDF files.

Invoices created through Interactive Billing do not display on this tab.

Contents

Invoice Archive Grid

The rows in this grid contain PDF files for previously completed Batch Billing runs for draft or final invoices.

If you selected the Print Unbilled Detail Report checkbox on the Invoice Creation tab in Batch Billing before you created a batch of invoices, the corresponding Unbilled Detail report for each invoice in the batch is included in the invoice archive PDF file.

If you selected the Print Batch Invoice List checkbox on the Invoice Creation tab in Batch Billing before you created a batch of invoices, a separate Batch Invoice List PDF file is created. It provides a summary list of all the invoices included the Batch Billing run.

The invoice archive PDF files in this grid also display in the Files Administration utility in Utilities > Files Administration and are stored in your FileStream database.

To limit the length of time that Batch Billing archive files are stored in FileStream and displayed on the Invoice Archive tab in Batch Billing and the Files Administration form in the Files Administration utility, a process server clean-up job automatically deletes expired Batch Billing invoice archive files.

The clean-up job:

  • Runs every 24 hours.
  • Uses the number of hours in the Retain Invoices for Up To field on the Invoice Creation tab of the Batch Billing form at the time the invoices are created to determine which Batch Billing invoice archive files to delete. You can enter between 1 and 720 hours (up to 30 days) in this field. When you change the hours in the Retain Invoices for Up To field, the change applies going forward for future Billing Batch runs.
  • Displays in the Queue Processes grid on the Queue Manager form in Utilities > Process Server > Queue Manager when you select Maintenance in the Queue field on the Queue Manager form. Delete Expired Batch Billing Invoice Archive Files displays in the Description field in the grid for the clean-up job.

Invoice Archive Grid Toolbar

Field Description
Refresh Click this icon fo refresh the items in the invoice archive grid.
Click this icon to maximize the grid display. Click it again to return to the normal view.
Click this icon to export data from the grid into a CSV (comma-separated value) file. For more information, see Exporting Data to a CSV File.
Click this icon to filter the grid contents based on values in the grid columns.

Invoice Archive Grid Fields

Field Description
Run Date This field displays the date and time that the Batch Billing run was generated.
Run Description This field displays the description of the Batch Billing run, as specified on the Invoice Creation tab.
Invoices If the invoice is a draft, the word Draft displays in this column. If the invoice is final, the invoice number displays in this column. For Batch Invoice Lists, this field is blank. If the report includes multiple projects for a draft run that generates a single report, this field is blank.

Leading zeros may or may not display in this field, depending on how your firm has configured the display of leading zeros in invoice numbers in Settings > Billing > Options.

Pages This field displays the number of pages included in the invoice or report.
Invoice List A check in this checkbox indicates that the Batch Invoice List report was included with the Batch Billing run.
Batch Results

This field displays one of the following:

  • Batch Processed Successfully: Invoices for all projects in the batch were successfully created.
  • Batch Processed with <X> Errors hyperlink: One or more projects failed and invoices were not created for them. The number of failed projects is displayed in the hyperlink. Click the hyperlink to open the Failed Projects dialog box and review the list of failed projects. A reason for the failure is listed for each project. After you fix the problems, you can return to the Failed Projects dialog box to rerun the batch and create the invoices. Invoices that you reprocess from the Failed Projects dialog box are removed from the Failed Projects dialog box, and the new batch in which they were reprocessed is added to the grid on the Invoice Archive tab with Batch Processed Successfully or Batch Processed with <X> Errors (hyperlink) displayed in the Batch Results field. A billing batch with errors is removed from the grid when all failed projects in the batch have been reprocessed. For more information, see Rerunning Failed Projects in Batch Billing.
Expiration Date This field displays the date and time that the batch of invoices will be removed from the grid, based on the number of hours that were entered in the Retain Invoices for Up To field in the Invoice Distribution section of the Invoice Creation tab on the Batch Billing form. The Retain Invoices for Up To field displays in the Invoice Distribution section when you select the Print from Invoice Archive checkbox in that section.

Row Tools

Select a row in the grid, click at the end of the row, and then select one of the following options to perform for the row:

Field Description
Delete Run Select this option to delete the selected Batch Billing run.
Preview Invoices Select this option to preview, print, or download the invoices in the selected Batch Billing run. This file previews, prints, and downloads as a PDF file.
Preview Invoice List Select this option to preview, print, or download the Batch Billing Invoice list report. The report provides a summary list of all the invoices included a Batch Billing run. This file previews, prints, and downloads as a PDF file.