Actions

This section shows the Actions available in the Approve Invoice Selection workspace.

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Field	Description
Transfer Invoicing Plans	When this action is selected, Maconomy identifies any due lines in the invoicing plans of the jobs matching the selection criteria, and transfers them to the invoice selections. However, if the system parameter “Transfer Several Invoicing Plan Lines” is unmarked, only the first due line of the invoicing plan is transferred. This action excludes jobs with a closed invoice selection. The amounts are shown in the field “Amount for Invoicing on Account, Invoice Currency” in the table part. Next, the invoice selection lines can be approved, allowing you to process the on-account invoices further in the window Invoice Editing. For further information, please see the description of the window Invoicing Plans and the action “Approve” below. Note that invoicing plan lines must be approved in the window Invoicing Plans before they can be transferred for invoicing in this window if the job parameter attribute “Approval of Invoicing Plan Lines” has been set to “Yes” for the current job. If any invoice selection in the table part is for a subjob to a main job where the main job’s invoice layout rule specifies “Main Job Invoicing,” no invoicing plan is transferred to the job.
Undo Transfer Invoicing Plans	Running this action will undo the “Transfer Invoicing Plans” action.
Transfer Task Groups	When you select this action, the task group information of the selected job will be updated to reflect the current work breakdown structure of the job budget. After the action has been selected, the value in the “Task Group Status” field will change from “Not Up to Date” to “Up to Date.” This functionality is relevant if the invoice layout rule of the selected jobs specifies that invoice selections or invoices should be grouped by task groups, and if the work breakdown structure has been updated in the Job Budgets window. For further information on work breakdown structure and task groups, see the descriptions under “Job Tasks” and under “Job Budgets.”
Delimit	This action is used for creating an invoice selection for all open entries selected in the island Delimitation for all jobs specified in the island Selection Criteria. Invoice selections for fixed-price jobs are not included if the job parameter attribute “Allow Invoicing On Account Only” in the job parameter type “Fixed Price Job Set-Up” is assigned the value “Yes,” and if outlays are included in the fixed price and if the job is assigned a job allocation combination rule which does not define fixed-price entries. However, outlays are included in the delimitation if outlays are not to be included in the fixed price, that is, if the job parameter attribute “Include Outlays in Fixed Price” in the job parameter type “Pricing Method” is assigned the value “No” for the job in question. Moreover, if a fixed-price job uses a job allocation combination rule defining non-fixed-price entries to be invoiced separately, such non-fixed-price entries are also included when selecting this action. If there are jobs with a closed invoice selection that meet the selection criteria, a warning will be displayed when you run this action. If you choose to proceed, all drafts on these jobs will be deleted before the delimitation takes place. If the field “Extend Selection” in the island Delimitation is marked, all entries selected by the criteria in the island Delimitation will be added to the entries already selected. In this way an invoice selection can be constructed in stages; you can, for instance, select registered entries for various ranges of employees. If the field “Extend Selection” is not marked when this action is selected, all existing invoice selections will be deleted, and one is created containing the criteria specified in the island Delimitation. See also the field “Extend Selection” in this window.
Remove Drafts	Select this action to delete any unwanted draft invoices.
Apply Invoice Proposals	This action is used for applying all values proposed by the project manager and/or the employee on the selected job entries. The employee and, subsequently, the project manager can propose different hours, quantities, and billing prices for invoicing, pending approval by the invoicing department. If there are jobs with a closed invoice selection that meet the selection criteria, a warning will be displayed when you run this action. If you choose to proceed, all drafts on these jobs will be deleted before the delimitation takes place. If a job entry has been partially invoiced before the invoice proposal values are applied, the previously invoiced quantity will be subtracted from the proposed quantity before the proposed quantity is applied. Please note that the amount to invoice cannot be less than zero. Similarly, no amount greater than zero can be credited if the job entry includes a negative quantity.
Calculate Invoice Surcharge	This action calculates surcharge based on the Job Surcharge Rule specified on the jobs separately. The action applies only for the jobs set up to use "Surcharge at Invoicing" (a job parameter) and only for those jobs that are open for invoice selection.
Approve	When you select this action, you approve the invoice selections for the jobs that match the selection criteria in the card part of the window if the field “Approve” is marked. The approval date and name of the approver is automatically saved. Please note that the jobs that match the selection criteria are included, even if they are not shown in the table part (the field “Show Lines” is not marked). An invoice selection must be approved before you can edit it in the window Invoice Editing and invoice it. If you change anything in the window Invoice Editing, the approval is canceled, and the invoice selection must be approved again. Maconomy issues an alert if the approval is canceled. The action excludes jobs with a closed invoice selection. Maconomy issues a warning if there are open purchase orders on the job. If the field “Show Markup Separately” in the window Job information is marked, the use of this action will lead to the creation of an invoice on which the costs of all amount activities will be shown in the table part with an extra line at the bottom of the invoice showing the markup. You cannot approve invoice selections for fixed-price jobs set up to be invoiced on account only if outlays are included in the fixed price, if the job is assigned a job allocation combination rule which does not define fixed-price entries, and if the amount for invoicing on account is zero. However, outlays for fixed-price jobs are included in the delimitation, if outlays are not to be included in the fixed price, that is, if the job parameter attribute “Include Outlays in Fixed Price” in the job parameter type “Pricing Method” is assigned the value “No” for the job in question. Moreover, if a fixed-price job uses a job allocation combination rule defining non-fixed-price entries to be invoiced separately, such non-fixed-price entries are also approved for invoicing when selecting this action. Moreover, you should note that you cannot approve an invoice selection which is assigned to a job that has been approved for transfer. See the description of the window Job Transfer for information about job transfers. If any invoice selection in the table part is for a main job where the main job’s invoice layout rule specifies “Main Job Invoicing,” selecting this action will approve the invoice selection of all subjobs of the current main job which are to be blanket invoiced. You can invoice an approved selection either by choosing “Print Invoice” in this window or by choosing “Print Invoice” in the window Invoice Editing. You can also invoice selected invoices for several jobs at a time in the window Job Invoicing. If the job parameter attribute “Invoice Editing Required” in the job parameter type “Invoice Approval” is assigned the value “Yes” on the job in question, you must approve the invoice in the windows Invoice Selection or Invoice Editing. If several approved invoice selections are to be invoiced at the same time, this must be done in the window Job Invoicing. This action approves the jobs for invoicing either T&M, on account, or both combined, depending on the Invoice Type field described above.
Print Drafts	This (existing) action combines T&M drafts with On Account drafts onto the same printed blanket draft for jobs set up to allow combined invoicing.

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Actions

This section shows the Actions available in the Approve Invoice Selection workspace.

Top Tab

Field	Description
Transfer Invoicing Plans	When this action is selected, Maconomy identifies any due lines in the invoicing plans of the jobs matching the selection criteria, and transfers them to the invoice selections. However, if the system parameter “Transfer Several Invoicing Plan Lines” is unmarked, only the first due line of the invoicing plan is transferred. This action excludes jobs with a closed invoice selection. The amounts are shown in the field “Amount for Invoicing on Account, Invoice Currency” in the table part. Next, the invoice selection lines can be approved, allowing you to process the on-account invoices further in the window Invoice Editing. For further information, please see the description of the window Invoicing Plans and the action “Approve” below. Note that invoicing plan lines must be approved in the window Invoicing Plans before they can be transferred for invoicing in this window if the job parameter attribute “Approval of Invoicing Plan Lines” has been set to “Yes” for the current job. If any invoice selection in the table part is for a subjob to a main job where the main job’s invoice layout rule specifies “Main Job Invoicing,” no invoicing plan is transferred to the job.
Undo Transfer Invoicing Plans	Running this action will undo the “Transfer Invoicing Plans” action.
Transfer Task Groups	When you select this action, the task group information of the selected job will be updated to reflect the current work breakdown structure of the job budget. After the action has been selected, the value in the “Task Group Status” field will change from “Not Up to Date” to “Up to Date.” This functionality is relevant if the invoice layout rule of the selected jobs specifies that invoice selections or invoices should be grouped by task groups, and if the work breakdown structure has been updated in the Job Budgets window. For further information on work breakdown structure and task groups, see the descriptions under “Job Tasks” and under “Job Budgets.”
Delimit	This action is used for creating an invoice selection for all open entries selected in the island Delimitation for all jobs specified in the island Selection Criteria. Invoice selections for fixed-price jobs are not included if the job parameter attribute “Allow Invoicing On Account Only” in the job parameter type “Fixed Price Job Set-Up” is assigned the value “Yes,” and if outlays are included in the fixed price and if the job is assigned a job allocation combination rule which does not define fixed-price entries. However, outlays are included in the delimitation if outlays are not to be included in the fixed price, that is, if the job parameter attribute “Include Outlays in Fixed Price” in the job parameter type “Pricing Method” is assigned the value “No” for the job in question. Moreover, if a fixed-price job uses a job allocation combination rule defining non-fixed-price entries to be invoiced separately, such non-fixed-price entries are also included when selecting this action. If there are jobs with a closed invoice selection that meet the selection criteria, a warning will be displayed when you run this action. If you choose to proceed, all drafts on these jobs will be deleted before the delimitation takes place. If the field “Extend Selection” in the island Delimitation is marked, all entries selected by the criteria in the island Delimitation will be added to the entries already selected. In this way an invoice selection can be constructed in stages; you can, for instance, select registered entries for various ranges of employees. If the field “Extend Selection” is not marked when this action is selected, all existing invoice selections will be deleted, and one is created containing the criteria specified in the island Delimitation. See also the field “Extend Selection” in this window.
Remove Drafts	Select this action to delete any unwanted draft invoices.
Apply Invoice Proposals	This action is used for applying all values proposed by the project manager and/or the employee on the selected job entries. The employee and, subsequently, the project manager can propose different hours, quantities, and billing prices for invoicing, pending approval by the invoicing department. If there are jobs with a closed invoice selection that meet the selection criteria, a warning will be displayed when you run this action. If you choose to proceed, all drafts on these jobs will be deleted before the delimitation takes place. If a job entry has been partially invoiced before the invoice proposal values are applied, the previously invoiced quantity will be subtracted from the proposed quantity before the proposed quantity is applied. Please note that the amount to invoice cannot be less than zero. Similarly, no amount greater than zero can be credited if the job entry includes a negative quantity.
Calculate Invoice Surcharge	This action calculates surcharge based on the Job Surcharge Rule specified on the jobs separately. The action applies only for the jobs set up to use "Surcharge at Invoicing" (a job parameter) and only for those jobs that are open for invoice selection.
Approve	When you select this action, you approve the invoice selections for the jobs that match the selection criteria in the card part of the window if the field “Approve” is marked. The approval date and name of the approver is automatically saved. Please note that the jobs that match the selection criteria are included, even if they are not shown in the table part (the field “Show Lines” is not marked). An invoice selection must be approved before you can edit it in the window Invoice Editing and invoice it. If you change anything in the window Invoice Editing, the approval is canceled, and the invoice selection must be approved again. Maconomy issues an alert if the approval is canceled. The action excludes jobs with a closed invoice selection. Maconomy issues a warning if there are open purchase orders on the job. If the field “Show Markup Separately” in the window Job information is marked, the use of this action will lead to the creation of an invoice on which the costs of all amount activities will be shown in the table part with an extra line at the bottom of the invoice showing the markup. You cannot approve invoice selections for fixed-price jobs set up to be invoiced on account only if outlays are included in the fixed price, if the job is assigned a job allocation combination rule which does not define fixed-price entries, and if the amount for invoicing on account is zero. However, outlays for fixed-price jobs are included in the delimitation, if outlays are not to be included in the fixed price, that is, if the job parameter attribute “Include Outlays in Fixed Price” in the job parameter type “Pricing Method” is assigned the value “No” for the job in question. Moreover, if a fixed-price job uses a job allocation combination rule defining non-fixed-price entries to be invoiced separately, such non-fixed-price entries are also approved for invoicing when selecting this action. Moreover, you should note that you cannot approve an invoice selection which is assigned to a job that has been approved for transfer. See the description of the window Job Transfer for information about job transfers. If any invoice selection in the table part is for a main job where the main job’s invoice layout rule specifies “Main Job Invoicing,” selecting this action will approve the invoice selection of all subjobs of the current main job which are to be blanket invoiced. You can invoice an approved selection either by choosing “Print Invoice” in this window or by choosing “Print Invoice” in the window Invoice Editing. You can also invoice selected invoices for several jobs at a time in the window Job Invoicing. If the job parameter attribute “Invoice Editing Required” in the job parameter type “Invoice Approval” is assigned the value “Yes” on the job in question, you must approve the invoice in the windows Invoice Selection or Invoice Editing. If several approved invoice selections are to be invoiced at the same time, this must be done in the window Job Invoicing. This action approves the jobs for invoicing either T&M, on account, or both combined, depending on the Invoice Type field described above.
Print Drafts	This (existing) action combines T&M drafts with On Account drafts onto the same printed blanket draft for jobs set up to allow combined invoicing.