Deltek Vantagepoint Help

Using the Help Search

Contents of the Invoices Form

Select an invoice or manually enter an invoice number and associate it with a project, phase or task. You can also enter the date when the invoice was created or modified or when it is due for payment.

Header Fields

Field	Description
Transaction Filename	This field displays if the active company uses files to group transactions. This field displays the filename of the transaction file.
Active Company	This field displays if you have multiple companies in `Vantagepoint`. This field displays the active company to which the individual transaction or transaction file belongs to.
Status	This field displays the current status of the transaction or transaction file.

General Information

Field	Description
Invoice	For invoices generated through Interactive or Batch Billing, the invoice number is generated through Billing and should not be modified. Use the Search field to search for the invoice that you want. For manual invoices, enter the invoice number for this invoice. If you enter fewer than seven characters, `Vantagepoint` adds leading zeros to the number you entered.
Date	Select or enter the date for this transaction. If you modify an invoice, this field prefills with the current date, which you can change. The date in this field can affect the aging of the invoice, depending on the report aging options that you choose. If you do not want to affect the original invoice date, use the original invoice date in this field.
Due Date	Select or enter the date when the invoice is due for payment. If you do not enter a date in this field, the Due Date field is removed from the invoice. If you modify an invoice, you can select a new due date in this field. If you leave this field blank, the due date of the original invoice is removed. If you do not want to affect the original due date for an invoice, enter the due date of the original invoice in this field.
Project	For invoices generated through Interactive or Batch Billing, this field displays the project number from the invoice. For an invoice record that you are creating, you enter the project number.
Phase	For invoices generated through Interactive or Batch Billing, this field displays the phase number from the invoice. For an invoice record that you are creating, you enter the phase number.
Task	For invoices generated through Interactive or Batch Billing, this field displays the task number from the invoice. For an invoice record that you are creating, you enter the task number.
Client	This is the name of the billing client who is responsible for paying the invoice. This field prefills with the billing client that was entered for an invoice's project in the Projects hub when you create an invoice transaction file by doing any of the following: Enter a new invoice directly in Invoice Transaction Entry Accept an invoice in Interactive Billing Process a final run type (accepted the invoice) in Batch Billing Run Intercompany Billing and use detailed subledgers Import an invoice data entry file or projects invoice file in the Desktop Imports utility You can change the entry in this field. You can select only firms that are marked as a client in the Firms hub (the Firm Type option is set to Client on the Summary pane in the Firms hub). If the project for an invoice is a subproject in a billing group, the Client field prefills with the billing client entered for the subproject (not the billing client of the main project). If you change the billing client for a project in the Projects hub, the change is effective going forward for new invoices. It does not apply to existing accepted or posted invoices, cash receipts, voided invoices, and credit memos, or existing intercompany billing files and imported invoice and project invoice files.
Comment	Enter comments about the invoice.
Approved By/Rejected By	If the transaction file has been approved, then this field displays the approver. If the transaction has been rejected, this displays the employee who rejected and the reason.
Diary	This field displays only if you have set up a diary for the fiscal period or fiscal year in which you are entering transactions in the Diary Auto Numbering Options section of the Transaction Settings form in Settings > Accounting > Transactions. Use this field to select a diary code for the current transaction or the group of transactions if you are processing a group of transactions, such as in a vendor payment run. The diaries are used to generate diary reports that contain a set of sequentially numbered transactions that have been posted to the general ledger during the fiscal year or to specific fiscal periods. You can assign different diaries (that have different diary types) to different types of transactions. The Diary list contains three columns. The first column displays the diary code. The second and third columns display the diary type for the diary code and the description of the diary type. All diaries that you set up on the Diary Auto Numbering Options section in Transactions Settings that have the same fiscal period or fiscal year in which you are entering transactions, or that have no fiscal period or year entered for them, are available for selection. The list also includes IC - Intercompany Diary to capture intercompany transactions. If you use multiple companies, you can select only those diary codes that are set up for the current company. You cannot delete a transaction after it has been saved with a diary number. If a transaction is incorrect, you can enter zero amounts for the transaction or enter a reversing transaction.
Diary Number	This field prefills with an auto-generated number when you save a transaction. The diary numbers tie the specific transactions to debit and credit entries that are posted to the general ledger for the purpose of producing diary reports. The auto numbering ensures that the diary numbers are sequential, based on the order that transactions are posted. The next number to use for a diary is specified in the Next Diary Number field in the Diaries grid of the Diary Auto Numbering Options section on the Transaction Settings form, in Settings > Accounting > Transactions.
Currency	This field appears if you use multiple currencies. This field displays the currency used for the transaction.
Exchange Override	This field appears if you use multiple currencies. This field displays any exchange override information including if you are overriding the exchange date or exchange rates. Click to update the transaction currency and the exchange rate for the transaction.

Project Information Grid Fields

Warning: When you open a transaction file for invoices or credit memos that were created in Interactive Billing, any changes that you make to amounts or accounts for these invoices or credit memos in the Transaction Center are not updated on the Invoices History tab in Interactive Billing or on the Invoices Form in the Projects hub.

Field	Description
Invoice Section	Select the invoice section, such as Labor or Expense, in which the charges that you enter will display. For each invoice section, you can enter an account, amount, and retainage amount.
Tax Code	This field displays only if you set the Enable Tax Auditing Feature option to Yes in Settings > Cash Management > Options. The Tax Code field is enabled only after you select Tax in the Invoice Section field for a row in the grid. The tax code in this field is used to calculate a tax amount for an invoice. You can enter as many tax invoice sections in the grid as needed to calculate the various taxes for an invoice. The Tax Code field prefills with the default tax code that was entered on the New File dialog box. You can change the tax code for the transaction. The tax codes that display in the drop-down list are set up in Settings > Cash Management > Options as output taxes. This means that one of the check boxes in the Outputs section of the Options tab is selected.
Account	This field displays the revenue credit account specified for the invoice section.
Amount	Enter the amount of the transaction line or detail line. This amount will be charged to the project, task, and account combination you enter for the transaction line item.
Retainage Amount	Use this field to enter an invoice's retainage amount. Retainage is a percentage of billings contractually withheld on the invoice, which will be billed to the client upon the project’s completion. This field is available only if you set Use Retainage to Yes in Settings > Billing > Options.
Tax Basis	The tax basis amount is automatically calculated from the tax code's rate. You can enter a different tax basis.
Retainer	Select this check box if the line item is a retainer amount. A retainer is an advance amount collected from a client prior to work beginning on a project. The amount of the retainer is typically stipulated in the client's contract.
Credit Memo Number	If Billing is activated, this field displays a credit memo number when a row is a credit memo that was entered in Interactive Billing. You cannot change the credit memo number. However, you can change other credit memo information, such as the amount, and general ledger account.
Account Name	This column displays the general ledger account name for the line item.

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Contents of the Invoices Form

Select an invoice or manually enter an invoice number and associate it with a project, phase or task. You can also enter the date when the invoice was created or modified or when it is due for payment.

Header Fields

Field	Description
Transaction Filename	This field displays if the active company uses files to group transactions. This field displays the filename of the transaction file.
Active Company	This field displays if you have multiple companies in `Vantagepoint`. This field displays the active company to which the individual transaction or transaction file belongs to.
Status	This field displays the current status of the transaction or transaction file.

General Information

Field	Description
Invoice	For invoices generated through Interactive or Batch Billing, the invoice number is generated through Billing and should not be modified. Use the Search field to search for the invoice that you want. For manual invoices, enter the invoice number for this invoice. If you enter fewer than seven characters, `Vantagepoint` adds leading zeros to the number you entered.
Date	Select or enter the date for this transaction. If you modify an invoice, this field prefills with the current date, which you can change. The date in this field can affect the aging of the invoice, depending on the report aging options that you choose. If you do not want to affect the original invoice date, use the original invoice date in this field.
Due Date	Select or enter the date when the invoice is due for payment. If you do not enter a date in this field, the Due Date field is removed from the invoice. If you modify an invoice, you can select a new due date in this field. If you leave this field blank, the due date of the original invoice is removed. If you do not want to affect the original due date for an invoice, enter the due date of the original invoice in this field.
Project	For invoices generated through Interactive or Batch Billing, this field displays the project number from the invoice. For an invoice record that you are creating, you enter the project number.
Phase	For invoices generated through Interactive or Batch Billing, this field displays the phase number from the invoice. For an invoice record that you are creating, you enter the phase number.
Task	For invoices generated through Interactive or Batch Billing, this field displays the task number from the invoice. For an invoice record that you are creating, you enter the task number.
Client	This is the name of the billing client who is responsible for paying the invoice. This field prefills with the billing client that was entered for an invoice's project in the Projects hub when you create an invoice transaction file by doing any of the following: Enter a new invoice directly in Invoice Transaction Entry Accept an invoice in Interactive Billing Process a final run type (accepted the invoice) in Batch Billing Run Intercompany Billing and use detailed subledgers Import an invoice data entry file or projects invoice file in the Desktop Imports utility You can change the entry in this field. You can select only firms that are marked as a client in the Firms hub (the Firm Type option is set to Client on the Summary pane in the Firms hub). If the project for an invoice is a subproject in a billing group, the Client field prefills with the billing client entered for the subproject (not the billing client of the main project). If you change the billing client for a project in the Projects hub, the change is effective going forward for new invoices. It does not apply to existing accepted or posted invoices, cash receipts, voided invoices, and credit memos, or existing intercompany billing files and imported invoice and project invoice files.
Comment	Enter comments about the invoice.
Approved By/Rejected By	If the transaction file has been approved, then this field displays the approver. If the transaction has been rejected, this displays the employee who rejected and the reason.
Diary	This field displays only if you have set up a diary for the fiscal period or fiscal year in which you are entering transactions in the Diary Auto Numbering Options section of the Transaction Settings form in Settings > Accounting > Transactions. Use this field to select a diary code for the current transaction or the group of transactions if you are processing a group of transactions, such as in a vendor payment run. The diaries are used to generate diary reports that contain a set of sequentially numbered transactions that have been posted to the general ledger during the fiscal year or to specific fiscal periods. You can assign different diaries (that have different diary types) to different types of transactions. The Diary list contains three columns. The first column displays the diary code. The second and third columns display the diary type for the diary code and the description of the diary type. All diaries that you set up on the Diary Auto Numbering Options section in Transactions Settings that have the same fiscal period or fiscal year in which you are entering transactions, or that have no fiscal period or year entered for them, are available for selection. The list also includes IC - Intercompany Diary to capture intercompany transactions. If you use multiple companies, you can select only those diary codes that are set up for the current company. You cannot delete a transaction after it has been saved with a diary number. If a transaction is incorrect, you can enter zero amounts for the transaction or enter a reversing transaction.
Diary Number	This field prefills with an auto-generated number when you save a transaction. The diary numbers tie the specific transactions to debit and credit entries that are posted to the general ledger for the purpose of producing diary reports. The auto numbering ensures that the diary numbers are sequential, based on the order that transactions are posted. The next number to use for a diary is specified in the Next Diary Number field in the Diaries grid of the Diary Auto Numbering Options section on the Transaction Settings form, in Settings > Accounting > Transactions.
Currency	This field appears if you use multiple currencies. This field displays the currency used for the transaction.
Exchange Override	This field appears if you use multiple currencies. This field displays any exchange override information including if you are overriding the exchange date or exchange rates. Click to update the transaction currency and the exchange rate for the transaction.

Project Information Grid Fields

Warning: When you open a transaction file for invoices or credit memos that were created in Interactive Billing, any changes that you make to amounts or accounts for these invoices or credit memos in the Transaction Center are not updated on the Invoices History tab in Interactive Billing or on the Invoices Form in the Projects hub.

Field	Description
Invoice Section	Select the invoice section, such as Labor or Expense, in which the charges that you enter will display. For each invoice section, you can enter an account, amount, and retainage amount.
Tax Code	This field displays only if you set the Enable Tax Auditing Feature option to Yes in Settings > Cash Management > Options. The Tax Code field is enabled only after you select Tax in the Invoice Section field for a row in the grid. The tax code in this field is used to calculate a tax amount for an invoice. You can enter as many tax invoice sections in the grid as needed to calculate the various taxes for an invoice. The Tax Code field prefills with the default tax code that was entered on the New File dialog box. You can change the tax code for the transaction. The tax codes that display in the drop-down list are set up in Settings > Cash Management > Options as output taxes. This means that one of the check boxes in the Outputs section of the Options tab is selected.
Account	This field displays the revenue credit account specified for the invoice section.
Amount	Enter the amount of the transaction line or detail line. This amount will be charged to the project, task, and account combination you enter for the transaction line item.
Retainage Amount	Use this field to enter an invoice's retainage amount. Retainage is a percentage of billings contractually withheld on the invoice, which will be billed to the client upon the project’s completion. This field is available only if you set Use Retainage to Yes in Settings > Billing > Options.
Tax Basis	The tax basis amount is automatically calculated from the tax code's rate. You can enter a different tax basis.
Retainer	Select this check box if the line item is a retainer amount. A retainer is an advance amount collected from a client prior to work beginning on a project. The amount of the retainer is typically stipulated in the client's contract.
Credit Memo Number	If Billing is activated, this field displays a credit memo number when a row is a credit memo that was entered in Interactive Billing. You cannot change the credit memo number. However, you can change other credit memo information, such as the amount, and general ledger account.
Account Name	This column displays the general ledger account name for the line item.