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Creating a custom invoice format

You can create a custom invoice format when you have special invoicing needs that cannot be met through Ajera's standard invoice formats.

You use the Client Invoice Designer to create custom client invoice formats. The Client Invoice Designer is Microsoft SQL Server Reporting Services 2005 with Ajera data preloaded.

Before beginning your work with the Client Invoice Designer, plan for how you want to get help.

To get help with

Do this

Basic changes

Open and print these documents. You cannot open help from within the Client Invoice Designer.

Detailed changes

Open Microsoft Reporting Services help as follows:

If your computer already has Microsoft SQL Server 2005 Books Online installed, while working in the Client Invoice Designer, click Help to use the Microsoft Reporting Services help. Otherwise, see the next option.
Go to the documentation for Microsoft Reporting Services. If this link does not work because of changes to the Microsoft website, search the Microsoft website for Reporting Services.

Complicated changes

Request that our skilled Professional Services staff build a custom invoice format for you. For more information, please log a case online at the Deltek Customer Care.

Ensure that your security is set up to allow access to custom invoice formats.
From the Setup menu, click Invoice Formats.

To	Do this
Create a custom invoice format from scratch	Click the New button. In the Description field, type a name for the invoice format. Click Save. Ajera adds it to the Invoice Format List window. Double-click the new invoice format.
Copy an existing format and save it as a custom format	Click the invoice format that you want to copy. Click the Copy button. In the Description field, type a new name for the invoice format. Click Save. Ajera adds it to the Invoice Format List window. Double-click the new invoice format.
Change an existing format	Double-click the invoice format you want to change.

Determine the information you want in your custom invoice design. Review the standard invoice format settings and make your selections; the more accurate your selections, the less customization required (for example, if you want to include a billing report, select the supporting detail). Select the options in the standard invoice format to create the basic design for each section of the invoice (invoice summary, fee type, time and expense, and supporting detail). These selections automatically become part of your custom design.

Note:

If you are using the Client Invoice Designer for the first time, print out the instructions for Installing the Client Invoice Designer.

To begin creating the custom invoice format, click the Custom button.

Click OK to answer the message that informs you that you will begin working with the Client Invoice Designer and can no longer make many changes to the invoice format in the Invoice Format window.

After you start using the Client Invoice Designer, you are creating a custom invoice format, most of which can only be changed in the Client Invoice Designer. Fields that are unavailable in the Invoice Format window appear in gray.

The Client Invoice List window appears.

To begin creating the custom invoice format, you use an actual client invoice. In this way, you can best visualize the effects of your invoice format by seeing them applied to an actual invoice; however, no information is changed on the actual invoice.

Double-click the client invoice you want to use to build your custom invoice format. For example, if you are creating a custom invoice format to use with projects you bill as time and expense, select a client invoice with a billing type of Time & Expense.

The Client Invoice Designer appears.
Make changes until the invoice format is what you want.
When you are finished, click the Save icon in the toolbar.
To close the Client Invoice Designer, click the red X at the upper right of the window.
Click Save.