Invoices on File Dialog Box

Use the Invoices on File dialog box to create credit memos, to view a list of invoices or credit memos on file for a project, to print or preview invoices or credit memos, or to void or delete invoices or credit memos.

This dialog box lists all of a project's invoices that have been processed through Interactive Billing or Batch Billing and lists the credit memos created in Interactive Billing that have not been deleted. The list includes posted and unposted invoices and credit memos.

Location

To display the dialog box, complete the following steps:

1. From the Vision Navigation menu, click Billing > Interactive Billing.
2. On the toolbar, click Tools > Invoices on File.

Contents

Field	Description
Invoice	This field displays the invoice number for an invoice. If an invoice was accepted and had no current billings, but it still had outstanding accounts receivable amounts, the Invoice column displays <State> to indicate that it is a statement instead of an invoice. If an asterisk (*) displays next to the number, this indicates that the invoice has been edited in a third-party application, such as Microsoft Excel or Microsoft Word. When you click Preview, you can open the edited file in the third-party application or save the file to a local drive or a network drive. Leading zeros always display in the invoice number on this dialog box if your firm uses leading zeros.
Invoice Date	This field displays the invoice date, which is the date that was entered in the Invoice Date field of the Billing Session Options dialog box for the session in which the invoice was accepted.
File Type	This column displays the file type of an edited invoice after you edit the invoice in another software application (such as Adobe Acrobat or Microsoft Word), upload the edited invoice back into Vision, and then accept the invoice in Interactive Billing. File types are pdf, rtf, doc, and xls. This also displays the file type for invoices from the Vision Advantage software that you upload into Vision using Upload Adv Invoices in Utilities > Advanced Utilities.
Credit Memo	If an item in the invoices on file list is a credit memo, the credit memo number displays in this column. The invoice for which the credit memo applies displays in the Invoice column.
Print	Select an invoice from the list, and click this button to print a copy of the invoice. If your firm uses the Deltek First Vision Essentials cloud version of Vision, the Print option is not available. You can preview reports onscreen and then print the reports from the Preview window.
Preview	Select an invoice from the list, and click this button to view the invoice on the screen.
Credit Memo	Select an invoice from the list, and then click this button to create a credit memo for the invoice. You can create credit memos for posted invoices only.
Void	This button displays only if your security role has the Allow final processing check box selected on the Accounting tab of Configuration > Security > Roles. Select an invoice or a credit memo from the list, and then click the Void button to void it. When you void an invoice, all transaction items that are associated with the invoice are returned to a billable status. You can access the billable transactions on the appropriate tab (Labor, Expenses, or Units) in Interactive Billing. You can then write off the transactions, delete them from billing, place the transactions on hold, or include them on the next invoice. When you void an invoice that has credit memos generated against it, you must also void the credit memos. Credit memos are not automatically voided when you void the original invoice. When you void an invoice that was created as part of a billing schedule, Vision automatically clears the Billed check box in the Scheduled Billing grid on the Fees tab of the Billing Terms form. The milestone can then be rebilled in the future. When you void a credit memo, transactions (labor, expenses, and so on) are not returned to an unbilled status. Instead, the credit memo transactions are reversed.
Delete	This button displays only if your security role has the Allow invoices on file to be deleted and the Allow final processing check boxes selected on the Accounting tab of Configuration > Security > Roles. Click this button to delete an invoice or credit memo only if you no longer need to print or void an invoice or credit memo. When you delete an invoice or a credit memo, it is removed from displaying on the Invoices on File dialog box, and you can no longer reprint or void it. Deleting an invoice or credit memo does not create reversing general ledger entries or change the time and expenses back to unbilled transactions. It does not affect billed-to-date amounts or Accounts Receivable reports. If you want to create reversing general ledger entries for an invoice or a credit memo, void it. Deleting invoices or credit memos allows you to maintain a shorter list of invoices and credit memos in the Invoices on File dialog box. This can be helpful if you have a large number of invoices and credit memos to manage. You would delete only the older, paid invoices and credit memos that you no longer need to reprint or void.
Close	When you finish processing invoices and credit memos on this dialog box, click this button to close the dialog box and return to the Interactive Billing form.
Help	Click this button to view help for this dialog box.