Changing a Project's Billing Client

Learn how a project's billing client is used in Vantagepoint and what happens when you change the billing client over the life of a project.

Assigning a Billing Client to a Project

When you create a new project, you select the firm to bill for the project in the Billing Client field on the Accounting tab in the Projects hub. You can also enter the billing client for a project in the Billing Client field on the Summary pane in Billing Terms in the Projects hub. When you enter or change the billing client in either location, it automatically updates the Billing Client field in the other location. For more information, see Accounting Tab of the Projects Form.

How a Billing Client is Assigned to an Invoice

The billing client that is currently entered for a project on the Accounting tab in the Projects hub is assigned to the project's invoices in an invoice transaction entry file when you do the following:

• Accept an invoice in Interactive Billing
• Process a final run and create invoices (accept invoices) in Batch Billing
• Enter an invoice in Invoice Transaction Entry in the Transaction Center
• Run Intercompany Billing with subledgers enabled
• Import invoices in an invoice data entry file or a project invoices file in the Desktop Imports utility in the desktop application

You can change the billing client for an invoice in an invoice transaction file in Invoice Transaction Entry before you post the 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.

Billing Client for an Invoice's Voided Invoices and Credit Memos

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 is also associated any subsequent adjustments for the invoice, including voided invoices and credit memos.

Billing Client Assigned to Cash Receipts for an Invoice

Cash receipts for a posted invoice are assigned the billing client that the invoice was posted with.

Changing a Project's Billing Client

When the billing client changes over the life of a project, you can change the billing client in the Billing Client field on the Accounting tab in the Projects hub. This allows you to track invoice billing and accounts receivable information separately for each billing client for a project. However, you can have only one billing client entered for a project at a time in the Projects hub.

When you change a billing client, the change is effective for new invoices going forward. It does not apply to existing accepted or posted invoices, cash receipts, voided invoices, or credit memos or existing intercompany billing files and imported invoice and project invoice files.

When you change a project's billing client, the AR comments made to previously posted invoices stay associated with the billing client that the invoices were originally posted with.

Situations in Which You Cannot Change the Billing Client

When the following occur, you cannot change the billing client in the Billing Client field on the Accounting tab in the Projects hub:

• Pre-invoices: A pre-invoice exists for a project that is unpaid, not cancelled, or is paid but the payment is not applied to a regular invoice. To change the billing client in this scenario, you could cancel the pre-invoice if it is unpaid, or you could apply the pre-invoice to a regular invoice if it is paid but not applied to an invoice yet.
• Retainer Balances: An outstanding retainer balance exists for the project. To change the billing client in this scenario, you could reverse the retainer, apply the retainer to the next invoice, or apply the retainer to a different project,
• Retainage: An outstanding retainage amount exists for the project.
• Draft Invoices Being Approved: A project has draft invoices that are currently going through an approval process. You can change the billing client if an invoice is approved and accepted, but not posted.