Deltek Vantagepoint Help

Using the Help Search

Contents of the Invoice and Receipt Form

Use the fields and options on the form to enter the historical data for project invoices and receipts.

Header Information

Field	Description
Project search	Use the field next to the form title to search for and select an existing project for which you want to enter history. Select one of the following search types: For these searches, a project is considered active if the status of the project-level WBS element is Active. 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 to display on the form. The numbers indicate which record you are viewing out of the total number of records in the search results.
	Click this icon in the upper-left corner of the form 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. Select the WBS element for which you want to enter history. If the project currently only has 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 click Use Template. If `Vantagepoint` is set up to only support one WBS level for projects and no projects have linked promotional projects, this icon does not display.
Project	This field displays the number or numbers of the currently selected WBS element. For example, if you selected a task, it displays the project number, phase number, and task number.
Unbilled Revenue	Enter the amount of unbilled revenue for this WBS element (if any). This field is available if you use Revenue Generation. If you use multiple currencies, this field is hidden.
Billing Currency	If you use multiple currencies, this field displays the three-character code for the currency used to generate invoices and billing reports for a specific project and all its phases and tasks. For each individual project, you define the billing currency at the top level of its work breakdown structure and the billing currency applies to any and all lower levels (for example, phases and tasks) of the WBS. Project and billing currencies do not need to be the same. Your company can plan and manage a project in one currency, and invoice the client in another currency.
Functional Currency	If you use multiple currencies, this field displays the three-character code for the currency of the primary economic environment in which a company operates. Normally, this is the currency in which cash is generated and expended by the company. For example, a company located in France would normally use the euro as its functional or "home" currency. Amounts on General Ledger reports display using your company's functional currency.
Project Currency	If you use multiple currencies, this field displays the three-character code for the currency in which a project is managed, which may be different from the functional currency of the project's home company. For each project, you define the project currency at the top level of the work breakdown structure and the project currency applies to any and all lower levels (phases and tasks) of the WBS. When labor or expense charges are made to a project, the charges are recorded in the project currency, as well as all other appropriate currencies.

Grid Options

Field	Description
+ Add Invoice History	Click this link to add a new invoice record to the Invoices grid and, if known, complete the field information for the new record.
+ Add Receipt History	Click this link to add a new receipt record to the Receipts grid and, if known, complete the field information for the new record.
	Click this icon to display a menu that includes multiple options. These options vary, depending on the application. Most grids offer the following options: Copy: Create a copy of the selected record. You can only copy one record at a time. Delete: Delete the selected record. You can only delete one record at a time.

Balances Grid Fields

Field	Description
Invoice	Enter each invoice listed in the Invoices section after subtracting any payment entered in the Receipts section.
Date	Enter the date that you entered for the invoice in the Invoices section.
Balance	Enter the balance of the invoice after subtracting any payment entered for the invoice in the Receipts section. If you use multiple currencies, this field is hidden.
Billing Currency Balance	If you use multiple currencies, this field displays the balance of the invoice (after subtracting any payments entered for the invoice), expressed in the billing currency of the project.
Functional Currency Balance	If you use multiple currencies, this field displays the balance of the invoice (after subtracting any payments entered for the invoice), expressed in the functional currency of the company that owns the project, via organization structure.
Project Currency Balance	If you use multiple currencies, this field displays the balance of the invoice (after subtracting any payments entered for the invoice), expressed in the project currency.
Total	This field displays the total outstanding balance for this project.

Invoices Grid Fields

Field	Description
Invoice	Enter the invoice number for which to enter historical data. Each project can have more than one invoice. Be careful to enter the invoice number correctly. If you enter a project number and invoice number more than once, `Vantagepoint` adds the amounts together in the Invoice Balances section.
Date	Enter either the date on which the invoice was created or the date on which you sent the invoice. When you run the Aged Accounts Receivable report, this date determines how long an invoice has been outstanding.
Ret/Int Only	If you are entering a historical retainage or interest amount, this field is required. Select one of the following options: None: If you want to enter a regular invoice amount for the fee, labor, consultant, expense, unit, add-on, or tax section of the invoice, select this option or leave this field blank. Retainage: If you are entering a retainage amount for the historical invoice, select this option. This setting is available only if you set Use Retainage to Yes in Settings > Billing > Options. Interest: If you are entering an interest amount for the historical invoice, select this option. When you select this option, the entry in the Section column defaults to I to indicate that this amount will apply to the interest section of the invoice. You may enter an account to which to charge the interest.
Account	Enter the account to which this invoice amount applies.
Billing Currency Amount	If you use multiple currencies, this field displays the invoice amount, expressed in the billing currency of the project.
Functional Currency Amount	If you use multiple currencies, this field displays the invoice amount, expressed in the functional currency of the company that owns the project, via organization structure.
Project Currency Amount	If you use multiple currencies, this field displays the invoice amount, expressed in the project currency.
Amount	Enter the amount of the invoice.
Section	Specify the section of the invoice that is affected by this transaction (for example, the column of the invoice where the update appears).
Client	Select the billing client for the invoice. The drop-down list includes only firms that are client-type firms entered in the Firms hub. If a billing client has already been entered for the project that this invoice is associated with, the Client field prefills with the project's billing client (which you specify on the Accounting tab in the Projects hub). You can change the prefilled entry. If a matching invoice is already entered in `Vantagepoint`, this field prefills with the billing client for the matching invoice, which you can change.
Total	This field displays the total amount of all invoices for this project.

Receipts Grid Fields

Field	Description
Invoice	Enter the invoice against which this receipt is applied.
Date	Enter either the date on the receipt or the date on which your enterprise received the receipt.
Account	Enter the accounts receivable account to which this amount applies.
Billing Currency Amount	If you use multiple currencies, this field displays the amount of the receipt in the billing currency of the project.
Functional Currency Amount	If you use multiple currencies, this field displays the receipt amount in the functional currency of the company that owns the project, via the organization structure.
Project Currency Amount	If you use multiple currencies, this field displays the receipt amount in the project currency.
Amount	Enter the amount of the receipt. `Vantagepoint` subtracts the amount that you enter in this field from the amount that appears in the Total field in the Invoice Balances section.
Client	If the cash receipt is for an invoice that you entered in the Invoices grid above, this field displays the billing client that is entered for the invoice in the Invoices grid above.
	If the cash receipt is for an invoice that is already entered in `Vantagepoint`, this field displays the billing client that is entered for the existing invoice.
	If the cash receipt does not apply to an invoice entered in the Invoices grid above or an existing invoice entered in `Vantagepoint`, this field prefills with the billing client for the project that you entered on the Invoice and Receipts History form. The project's billing client is on the Accounting tab in the Projects hub.
Total	This field displays the total for all cash receipts entered for this project and task (if any).

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Contents of the Invoice and Receipt Form

Use the fields and options on the form to enter the historical data for project invoices and receipts.

Header Information

Field	Description
Project search	Use the field next to the form title to search for and select an existing project for which you want to enter history. Select one of the following search types: For these searches, a project is considered active if the status of the project-level WBS element is Active. 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 to display on the form. The numbers indicate which record you are viewing out of the total number of records in the search results.
	Click this icon in the upper-left corner of the form 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. Select the WBS element for which you want to enter history. If the project currently only has 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 click Use Template. If `Vantagepoint` is set up to only support one WBS level for projects and no projects have linked promotional projects, this icon does not display.
Project	This field displays the number or numbers of the currently selected WBS element. For example, if you selected a task, it displays the project number, phase number, and task number.
Unbilled Revenue	Enter the amount of unbilled revenue for this WBS element (if any). This field is available if you use Revenue Generation. If you use multiple currencies, this field is hidden.
Billing Currency	If you use multiple currencies, this field displays the three-character code for the currency used to generate invoices and billing reports for a specific project and all its phases and tasks. For each individual project, you define the billing currency at the top level of its work breakdown structure and the billing currency applies to any and all lower levels (for example, phases and tasks) of the WBS. Project and billing currencies do not need to be the same. Your company can plan and manage a project in one currency, and invoice the client in another currency.
Functional Currency	If you use multiple currencies, this field displays the three-character code for the currency of the primary economic environment in which a company operates. Normally, this is the currency in which cash is generated and expended by the company. For example, a company located in France would normally use the euro as its functional or "home" currency. Amounts on General Ledger reports display using your company's functional currency.
Project Currency	If you use multiple currencies, this field displays the three-character code for the currency in which a project is managed, which may be different from the functional currency of the project's home company. For each project, you define the project currency at the top level of the work breakdown structure and the project currency applies to any and all lower levels (phases and tasks) of the WBS. When labor or expense charges are made to a project, the charges are recorded in the project currency, as well as all other appropriate currencies.

Grid Options

Field	Description
+ Add Invoice History	Click this link to add a new invoice record to the Invoices grid and, if known, complete the field information for the new record.
+ Add Receipt History	Click this link to add a new receipt record to the Receipts grid and, if known, complete the field information for the new record.
	Click this icon to display a menu that includes multiple options. These options vary, depending on the application. Most grids offer the following options: Copy: Create a copy of the selected record. You can only copy one record at a time. Delete: Delete the selected record. You can only delete one record at a time.

Balances Grid Fields

Field	Description
Invoice	Enter each invoice listed in the Invoices section after subtracting any payment entered in the Receipts section.
Date	Enter the date that you entered for the invoice in the Invoices section.
Balance	Enter the balance of the invoice after subtracting any payment entered for the invoice in the Receipts section. If you use multiple currencies, this field is hidden.
Billing Currency Balance	If you use multiple currencies, this field displays the balance of the invoice (after subtracting any payments entered for the invoice), expressed in the billing currency of the project.
Functional Currency Balance	If you use multiple currencies, this field displays the balance of the invoice (after subtracting any payments entered for the invoice), expressed in the functional currency of the company that owns the project, via organization structure.
Project Currency Balance	If you use multiple currencies, this field displays the balance of the invoice (after subtracting any payments entered for the invoice), expressed in the project currency.
Total	This field displays the total outstanding balance for this project.

Invoices Grid Fields

Field	Description
Invoice	Enter the invoice number for which to enter historical data. Each project can have more than one invoice. Be careful to enter the invoice number correctly. If you enter a project number and invoice number more than once, `Vantagepoint` adds the amounts together in the Invoice Balances section.
Date	Enter either the date on which the invoice was created or the date on which you sent the invoice. When you run the Aged Accounts Receivable report, this date determines how long an invoice has been outstanding.
Ret/Int Only	If you are entering a historical retainage or interest amount, this field is required. Select one of the following options: None: If you want to enter a regular invoice amount for the fee, labor, consultant, expense, unit, add-on, or tax section of the invoice, select this option or leave this field blank. Retainage: If you are entering a retainage amount for the historical invoice, select this option. This setting is available only if you set Use Retainage to Yes in Settings > Billing > Options. Interest: If you are entering an interest amount for the historical invoice, select this option. When you select this option, the entry in the Section column defaults to I to indicate that this amount will apply to the interest section of the invoice. You may enter an account to which to charge the interest.
Account	Enter the account to which this invoice amount applies.
Billing Currency Amount	If you use multiple currencies, this field displays the invoice amount, expressed in the billing currency of the project.
Functional Currency Amount	If you use multiple currencies, this field displays the invoice amount, expressed in the functional currency of the company that owns the project, via organization structure.
Project Currency Amount	If you use multiple currencies, this field displays the invoice amount, expressed in the project currency.
Amount	Enter the amount of the invoice.
Section	Specify the section of the invoice that is affected by this transaction (for example, the column of the invoice where the update appears).
Client	Select the billing client for the invoice. The drop-down list includes only firms that are client-type firms entered in the Firms hub. If a billing client has already been entered for the project that this invoice is associated with, the Client field prefills with the project's billing client (which you specify on the Accounting tab in the Projects hub). You can change the prefilled entry. If a matching invoice is already entered in `Vantagepoint`, this field prefills with the billing client for the matching invoice, which you can change.
Total	This field displays the total amount of all invoices for this project.

Receipts Grid Fields

Field	Description
Invoice	Enter the invoice against which this receipt is applied.
Date	Enter either the date on the receipt or the date on which your enterprise received the receipt.
Account	Enter the accounts receivable account to which this amount applies.
Billing Currency Amount	If you use multiple currencies, this field displays the amount of the receipt in the billing currency of the project.
Functional Currency Amount	If you use multiple currencies, this field displays the receipt amount in the functional currency of the company that owns the project, via the organization structure.
Project Currency Amount	If you use multiple currencies, this field displays the receipt amount in the project currency.
Amount	Enter the amount of the receipt. `Vantagepoint` subtracts the amount that you enter in this field from the amount that appears in the Total field in the Invoice Balances section.
Client	If the cash receipt is for an invoice that you entered in the Invoices grid above, this field displays the billing client that is entered for the invoice in the Invoices grid above.
	If the cash receipt is for an invoice that is already entered in `Vantagepoint`, this field displays the billing client that is entered for the existing invoice.
	If the cash receipt does not apply to an invoice entered in the Invoices grid above or an existing invoice entered in `Vantagepoint`, this field prefills with the billing client for the project that you entered on the Invoice and Receipts History form. The project's billing client is on the Accounting tab in the Projects hub.
Total	This field displays the total for all cash receipts entered for this project and task (if any).