Maconomy Workspace Client Help

Invoice Editing Tab

This section includes the fields and descriptions for the Invoice Editing tab.

Job Island

Field Description
Job This field shows the job name and number that appears in the header of the draft.
Job Group This is the job group to which the job is assigned. It is entered in the window Jobs and cannot be changed here.
Status This is the job status. It will always be “Order” by the time you can view it here. It cannot be changed.
Responsible This is the name of the employee who is responsible for the job. It is entered in the window Jobs and cannot be changed here.

Draft Island

Field Description
Draft No. This is the number of the draft.
Created by This is the name of the user who created the draft.
Date This is the date on which the draft is created.
Blanket Invoice This check box is selected if the draft invoice is a blanket draft. Blanket drafts typically cover multiple jobs and are produced by approving the invoice selection in the Blanket Invoice Selection window, or by choosing the Create Blanket Draft action in the Blanket Invoicing Overview window.

Section Island

Field Description
Show Use this field to show either the lines from the summary draft or the lines from the detailed specification, respectively. This field must contain a value.

The default is to show the summary draft.

Note: Two actions, Show Summary and Show Detailed Specification, can also be used to change the default.

If the job is not set up to create a detailed specification, you see an error if you try to change to the detailed specification.

Contains Detailed Specification This check box indicates if the draft contains lines in the Detailed specification section.

Ship to Customer Island

Field Description
Ship to Customer This is the number of the customer for whom the job is being done. It cannot be changed. Below it is the first line of the customer’s name, which is retrieved from the window Customer Information Card. The name cannot be changed either.

Up/Down Island

Field Description
Hours This field shows the write-up/-down number of hours for the entries being invoiced. Write-up and write-down are the differences between the registered number of hours and the invoiced number of hours. Write-ups are shown as positive figures, and write-downs as negative figures.
Billing Price, Time This field shows the write-up/-down amount for the time activity entries being invoiced. Write-up and write-down are the differences between the registered number of hours and the invoiced number of hours. Write-ups are shown as positive figures, and write-downs as negative figures.
Billing Price This field shows the write-up/-down amount for all the entries being invoiced. Write-up and write-down are the differences between the registered number of hours and the invoiced number of hours. Write-ups are shown as positive figures, and write-downs as negative figures.

Approval Island

Field Description
Remarks In this field, you can enter a remark to describe the current job invoice allocation line. This could, for example, be a note about the reason for writing down an entry. The remark entered in this field is copied to all underlying job entries and can be seen in the window Itemize Job Invoice Allocation. If any remarks have already been entered in that window for the individual job entries, they are overwritten by the remark in this field. If a remark is changed in the window Itemize Job Invoice Allocation so that there are different remarks for each job entry, the “Remarks” field in this window is blanked for that allocation line.

Status Island

Field Description
Submitted A check mark in this field shows if the invoice allocation on the job has been submitted.
Submitted by If the invoice allocation on the job has been submitted, this field shows the name of the employee who submitted it.
Submitted Date If the invoice allocation on the job has been submitted, this field shows the date when it was submitted.
Approved This field shows whether the invoice selection is approved. It is approved in this window using the action “Approve Invoice.” You cannot change this field. An invoice selection that has been approved in the window Invoice Selection has a mark in this field when this window is opened, unless the job parameter attribute “Invoice Editing Required” of the job parameter type “Invoice Approval” associated with the current job is assigned the value “Yes.”

If you change any information in this window, the approval is canceled, and the mark is removed. Maconomy will warn you if this happens.

Approved by This field shows the name of the user who approved the job for invoicing. The field will be cleared if the invoice is reopened for editing.
Approval Date This field displays the date on which the job was approved for invoicing. The field will be cleared if the invoice is reopened for editing.
Includes Subjobs This field shows whether the current invoice selection is for a main job which uses “Main Job Invoicing.” For more information, please see the field “Includes Subjobs” in the window Invoice Selection.

Settling Company Island

Field Description
Settling Company This field shows the name and number of the settling company that applies to the current job.

If the number in this field is different from the one specified in the island Company, Maconomy will automatically create intercompany entries at the posting of job invoices. In the intercompany entries, the company in this field will be the intercompany company. However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, intercompany entries are only created if the two companies involved are not both assigned to the same parent company.

For further information about the influence of a settling company and how such a company is selected, please see the section “Multiple Companies” in the chapter “Introduction to the G/L Module.” Intercompany entries are described in the window Intercompany Accounts in the G/L module.

Restore Editing Island

Restore from Invoice No. In this field, you can specify the number of the invoice whose invoice editing should be copied to the table part, thus replacing any current lines, when selecting the action “Restore Editing from Invoice.” As the amounts in the table part will also be copied, you must manually edit the amounts to match the current invoicing in the table part. For further information, see the description of the action “Restore Editing from Invoice.”

Document Archive Island

Field Description
Document Archive This field shows the archive number of the attached document.
Document Count This field shows the number of documents in the Document Archive.
Field Description
Billing Price This field shows any difference between the billing price in the approved invoice selection, shown in the “Billing Price Total” field in the Invoice island, and the sum of the “Billing Price Total” fields in the table of those lines that do not come from the detailed specification.

Note that if there are no amounts in the table, the figure here is 0.00.

It is only possible to invoice the selection if the amount here is 0.00.

Tax This field shows any difference between the amount in the tax field in the invoice island and the sum of the tax amounts on the invoice lines that do not come from the detailed specification. Note that if there are no amounts in the table part, the figure in this field is 0.00.

If multiple tax codes are enabled, the Tax field is replaced by the following fields: Tax 1, Tax 2, and if three tax levels are enabled, Tax 3.

Invoice/Credit Memo Island

Field Description
Type This field shows the type of document this window displays. If the content of this field is “Debit,” the window currently shows an invoice. If the content of the field is “Credit,” the window shows a credit memo.
Invoice Currency This is the currency of the job. It is determined in the window Jobs and cannot be changed here.
Billing Price Total This is the billing price total for the invoice, expressed in the job’s currency. It cannot be changed here.
Invoice Discount % This is the invoice discount percentage given. It is determined in the window Invoice Selection and cannot be changed here.

Invoice discount is not deducted from invoices on account.

Invoice Discount This is the invoice discount amount given. The amount is calculated from the percent given in the “Invoice Discount %” field, which is entered in the window Invoice Selection. It cannot be changed here.

Invoice discount is not deducted from invoices on account.

Tax This is the tax amount added to the invoice. It cannot be changed here.

If multiple tax codes are enabled, the “Tax” field will be replaced by the following fields: “Tax 1,” “Tax 2,” and, if three tax levels are enabled, “Tax 3.” For further information on multiple tax codes, please see the description in “Tax Codes.”

Net on Account If an amount has been paid on account previously, the amount will be shown in this field. The amount will be deducted on the current invoice.
Tax on Account If tax has been paid on account previously, the tax will be shown in this field. The amount will be deducted on the current invoice.
Balance Due This field shows the total amount outstanding for a customer when the amounts on account have been deducted on the current invoice selection. The amount is shown in the currency of the job. You cannot alter the amount in this field.
Invoice Name In this field, you can enter the name of the invoice.
Invoice Date In this field, you can enter the date of the invoice. Maconomy verifies that the date is within the open posting interval given in the window System Information in the Set-Up module.

If split billing is used (that is, the invoiced job has multiple bill-to customers), changing the invoice date in this field will clear the field “Preferred Inv. Date” in the window Invoice Selection for the current job. However, if the date on all invoices created from the split billing job is changed to the same date in this window, then that date will be shown in the window Invoice Selection also.

For invoices on account with surcharge, the surcharge is calculated as of the preferred invoice date. However, it is not recalculated if you change the invoice date. Instead, a warning message displays.

Payment Terms This field shows the payment terms that apply to the job. The information has been retrieved from the Job Information window and can be changed in this field.
Due Date This field shows the date when the invoice falls due. The field cannot be edited.
Invoice Type This field shows the type of the draft invoice, for example, if it includes T&M, On Account invoicing, or both.
Invoice on Account This field is marked if the invoice selection is for an invoice (or credit memo) on account. If it is, you can only enter text lines in the table. If it is not, it is a standard job invoice. You cannot change the value in this field.

Company Island

Field Description
Company This field shows the name and number of the company responsible for the current job. You cannot change the value here.

Text Island

Field Description
Text Wrapping Width % In this field you can specify how wide the text of a line in the field “Description” can be before wrapping takes place. The line width of the invoice text is specified as a percentage of Maconomy’s standard width. This field has the default value specified by the system parameter "Default Invoice Line Width %” in the Set-Up module. By entering a different percentage in this field, you can change the width of the text so that it fits the invoice layout used for the current invoice. If, for example, you enter “120” in this field, Maconomy will make the invoice lines 20% wider than the standard; if you enter “80” in this field, Maconomy will make the invoice lines narrower. If you enter “0” in this field, the automatic word wrapping on invoice lines is disabled. For more information, please see the description of the “Description” field in the table part of the window.

Please note that if you change the value in this field, it only affects the width of new text; the width of existing lines is not affected. To change the width of existing lines, you must select the “Wrap Lines” action. When you select this action, Maconomy wraps all text according to the value of this field.

Standard Invoice Text List This defaults to the standard invoice text list selected on the job, but can be changed here, as needed.

Copy Editing Island

Field Description
Copy from Job No. In this field, along with the other fields in this island, you can specify a combination of job number, bill-to customer, and appropriation. Together, these three values must point out an approved invoice editing currently in the system. When you select the action “Copy Editing,” the lines from the specified invoice editing are copied to the table part. As the amounts in the table part will also be copied, you must manually edit the amounts to match the current invoicing in the table part.
Copy from Bill to Customer In this field, you can specify the number of a customer. For further information about the functionality of the field, see the description of the field “Copy from Job No.” above.
Copy from Appropriation In this field, you can specify the number of an appropriation. For further information about the functionality of the field, see the description of the field “Copy from Job No.” above.

Billing Address Island

Field Description
Customer This is the number of the customer who is being invoiced for the job. It cannot be changed. Below it is the first line of the customer’s name, which is retrieved from the window Customer Information Card. The name cannot be changed either.
Appropriation This field shows the appropriation of the bill-to customer who is being invoiced for the job.
Attn. This is the customer’s attention person; the person to whom shipping and payment information is directed.
Country Maconomy completes this field automatically if you enter a customer number in the field above.
Phone This is the customer’s phone number.
Fax This is the customer’s fax number.
Telex This is the customer’s telex number.
E-mail In this field, you may enter the customer’s electronic mail address. This information is used for reference.