Sections Tab of Invoice Template Editor

Use the Sections tab to select the options, other labels, and order of each section within an invoice.

Contents

The options that display on this screen are dynamic based on the invoice section that you select in the Section Order box. You can specify the labels and options for each section of the invoice that is included in the Section Order box. You can also specify the order in which the sections are shown on the invoice. First, select an invoice section in the Section Order box, and then the Section Labels/Option section displays the fields that apply for that invoice section.

Field

Description

Section Order

The list in this box displays the sections that are available for the invoice. Use the Section Order box to do the following: Select an invoice section for which to set up options and labels. Then select the settings for that invoice section in the Section Labels/Options section of the tab. The Section Labels/Options section has different content, based on what you select in the Section Order dialog box. Change the order of the sections in the invoice by selecting an invoice section, and then use the Move Up and Move Down buttons below the box to reorder the selected section.

Section Order Section

Field	Description
Move Up, Move Down	Click these buttons to change the order of the invoice section that you selected in the Section Order list on an invoice. Click Move Up to move the section one position closer to the top in the list of sections. Click Move Down to move the section one position closer to the bottom in the list of sections. The Outstanding AR and Billed-To-Date sections must be the last two sections on an invoice.

Section Labels/Options Section

The contents of this section change, depending on which section you select in the Section Order list on this tab. Complete the settings in this section for each section in the Section Order box.

Field	Description
Fee	The following fields display when you select Fee in the Section Order list: Fee Heading — Enter the label to display on the invoice as the section heading above fee billing detail. Factor 1 — Enter the label to precede the value entered in the Est. Construction field on the Fees tab of Billing Terms. This label and its corresponding value will display on the invoice only if the Fee Method selected in Billing Terms is Overall Percent Complete, Percent Complete by Phase, as Percent of Fee, or Cumulative unit or fee, and if the Fee Basis is Percent of construction. Factor 2 — Enter the label to precede the value entered in the Fee Percent field on the Fees tab of Billing Terms. This label and its corresponding value will display on the invoice only if the Fee Method selected in Billing Terms is Overall Percent Complete, Percent Complete by Phase, as Percent of Fee, or Cumulative unit or fee, and if the Fee Basis is Percent of construction. Unit Factor 1 — Enter the label to precede the value entered in the Unit Quantity field on the Fees tab of Billing Terms. This label and its corresponding value will display on the invoice only if the Fee Method selected in Billing Terms is Overall pct cpl, pct Cpl by phase as pct of fee, or Cumulative units or fee, and if the Fee Basis is Unit Based. Unit Factor 2 — Enter the label to precede the value entered in the Unit Quantity field on the Fees tab of Billing Terms. This label and its corresponding value will display on the invoice only if the Fee Method selected in Billing Terms is Overall Percent Complete, Percent Complete by Phase, as Percent of Fee, or Cumulative unit or fee, and if the Fee Basis is Unit based. Fee Total — Enter the label to precede the total fee amount to be billed. How Vision determines this value depends on the project's Fee Method and Fee Basis selected in Billing Terms. For example, if the Fee Basis is Lump sum, the value that prints after the Fee Total label will be the value entered in the Fee field on the Fees tab of Billing Terms. Billing Phase Columns Select — Click the check box if you want the column name in the Column Name column to appear on the invoice. Column Name — Vision displays the columns that appear in the Billing Phases grid on the Fees tab of the Billing Terms form. Heading 1 — Enter the label to appear as the column heading on the invoice. If your label is long, and your available space is minimal, consider using Heading 2 as well. Heading 1 cannot be longer than the width specified in the Width field. Characters outside this width will not display. Heading 2 — If your column label is long, or contains multiple words, split the label between Heading 1 and Heading 2. Text entered in Heading 2 displays below the Heading 1 text. Heading 2 cannot be longer than the width specified in the Width field. Characters outside this width will not display. Width — Enter the column width in either inches or millimeters, based on which one you selected in the Unit of Measure field on the Misc tab. The heading text that you select for Heading 1 and Heading 2, as well as the value that Vision retrieves to display in these columns, cannot be longer than the width specified. Labels that are longer than the specified width are truncated. If column values are greater than the specified width, asterisks (***) display. Vision displays a warning message if the width that you enter will cause the billing phase information to extend beyond the right margin of the page. All columns may not fit on one page. To ensure all necessary columns in this section of the invoice fit, remove unnecessary columns by entering a width of 0.0, or change the width of the Billing Phase Name field and use the Heading 1 and Heading 2 columns to allow for wrapping. Fields Use these options to show or hide specific rows, amounts, and fee details on the invoice. Hide Total Earned Row — Click this check box to hide the row that displays the total earned. Hide Previous Fee Billing Row — Click this check box to hide the row that displays the previous fee billed. Hide Current Fee Billing row — Click this check box to hide the row that displays the current fee billed. Percent Complete — Enter the label to precede the value entered in the Percent Complete field on the Fees tab of the project's Billing Terms form. This label and its corresponding value do not display on the invoice unless the Fee Method selected in Billing Terms is Overall Percent Complete. BTD Section — Select the section where Vision should add current, previous, and year-to-date fee amounts. Total Only (Hide All Detail) — Click this check box to print only the section header and the section subtotal on the invoice. No details will be included. Enable Format for Total Earned Calculation — Select this option to define the fee section as the total job-to-date project earned less prior invoices. The add-on calculation will support add-ons based on the fee and other add-ons, only. This is useful for displaying prior billed amounts as a list of invoices instead of as a summary by section. Because there are several implications with selecting this option, Deltek recommends that you only select it when using a new project and that you consider re-formatting the template to ensure logical structure and readability: Move the Prior Invoice section above the Tax section. Review the Fee section to check the format. If billing by phase, you may need to adjust the columns displayed. Make sure the Total Earned Row, Hide Previous Fee Billing Row, and Hide Current Fee Billing Row options are not selected on the Project Info tab of Billing > Invoice Template Editor. When Enable Format for Total Earned Calculation is not selected, the current fee billing amount is applied. If add-ons apply to other areas, such as labor, expense, consultant, or reimbursable, the total invoice calculation would be incorrect.
Labor	The following fields display when you select Labor in the Section Order list: Labor Heading — Enter the label to display on the invoice as the section heading above labor billing detail, such as Professional Personnel. Hours Label — Enter the label to display on the invoice as the column heading above hours worked for the project. Rate Label — Enter the label to display above the labor billing rate for individual employees who billed hours on the project. This column displays only if Show Rates is selected on the Labor tab of the Billing Terms form. Amount Label — Enter the label to appear above the amount billed by each individual employee who billed hours on the project. This column appears only if Show Rates is selected on the Labor tab of the Billing Terms form. Totals Label — Enter the label to precede the line displaying totals for individual labor billing components, such as hours, rate, and amount. Labor Total — Enter the label to precede the total amount of labor billed for the invoice; for example, Total Labor. If Show Multipliers is selected on the Labor tab of the Billing Terms form, multipliers displays on this line. Overtime Premium — Enter the label to precede straight overtime information, such as the Ovt Multiplier specified in Billing Terms, and the total monetary amount of straight overtime. This line displays only if Show Ovt Multiplier is selected on the Labor tab of the Billing Terms form. Overtime 2 Premium — Enter the label to precede secondary overtime information, such as the Ovt-2 Multiplier specified in Billing Terms, and the total monetary amount of overtime. This line displays only if Show Ovt Multiplier is selected on the Labor tab of the Billing Terms form. BTD Section — Select the Billed-to-Date expense label (Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, Retainage Interest) where Vision will display current, previous, and year-to-date labor billing amounts in the Billed-to-Date section of the invoice. Total Only (Hide All Detail) — Click this check box to print only the section header and the section subtotal on the invoice. No labor details will be included. Selecting this option overrides the details defined in Billing > Billing Terms. Hide Detail Subtotal — Click this check box to hide the subtotal for the labor hours and labor amount. The section subtotal will still print.
Units	The following fields display when you select Units in the Section Order list: Unit Heading — Enter the label to display on the invoice as the section heading above unit expense billing detail. Unit Total — Enter the label to precede the total amount of unit expenses billed for the invoice. BTD Section — Select the Billed-to-Date sub-section label (Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, Retainage Interest) where Vision will display current, previous, and year-to-date unit expense amounts in the Billed-to-Date section of the invoice. For example, to combine consultant and unit expenses on the Expenses Billed-to-Date line, click Units in the Section Order area, and select Expenses in the BTD Section field. Then click Consultants in the Section Order area, and select Expenses in the BTD Section field. Total Only (Hide All Detail) — Click this check box to print only the section header and the section subtotal on the invoice. No details will be included. Selecting this option overrides the Show Detail check box on the Exp/Con/Unit tab in Billing > Billing Terms. Hide Detail Subtotal — Click this check box to hide the subtotal at the end of the detail section. The section subtotal will still print.
Consultants	The following fields display when you select Consultants in the Section Order list: Consultant Heading — Enter the label to display on the invoice as the section heading above consultant expense billing detail. Consultant Total — Enter the label to precede the total amount of consultant expenses billed for the invoice. BTD Section — Select the Billed-to-Date expense label (Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, Retainage Interest) where Vision will display current, previous, and year-to-date consultant expense amounts in the Billed-to-Date section of the invoice. For example, to combine consultant and unit expenses under the Billed-to-Date heading Expenses, click Consultants in the Section Order area, and select Expenses in the BTD Section field. Then click Unit in the Section Order area, and select Expenses in the BTD Section field. Total Only (Hide All Detail) — Click this check box to print only the section header and the section subtotal on the invoice. No details will be included. Selecting this option overrides the Show Detail check box on the Exp/Con/Unit tab in Billing > Billing Terms. Hide Detail Subtotal — Click this check box to hide the subtotal at the end of the detail section. The section subtotal will still print.
Reimbursables	The following fields display when you select Reimbursables in the Section Order list: Expense Heading — Enter the label to display on the invoice as the section heading above reimbursable expense billing detail. Expense Total — Enter the label to precede the total amount of reimbursable expenses billed for the invoice. BTD Section — Select the Billed-to-Date expense label (Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, Retainage Interest) where Vision will display current, previous, and year-to-date reimbursable expense amounts in the Billed-to-Date section of the invoice. Total Only (Hide All Detail) — Click this check box to print only the section header and the section subtotal on the invoice. No details will be included. Selecting this option overrides the Show Detail check box on the Exp/Con/Unit tab in Billing > Billing Terms. Hide Detail Subtotal — Click this check box to hide the subtotal at the end of the detail section. The section subtotal will still print.
Additional Items	The following fields display when you select Additional Items in the Section Order list: Add On Heading — Enter the label to display on the invoice as the section heading above Add-on expense billing detail. Add On Total — Enter the label to precede the total amount of Add-on expenses billed for the invoice. BTD Section — Select the Billed-to-Date expense label (Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, Retainage Interest) where Vision will display current, previous, and year-to-date add-on fee amounts in the Billed-to-Date section of the invoice. For example, click Additional Items in the Section Order area, and select Fee in the BTD Section field to combine Add-on Fees with other Fee amounts on the Fee Billed-to-Date line. Total Only (Hide All Detail) — Click this check box to print only the section header and the section subtotal on the invoice. No Add-on details will be included. Hide Detail Subtotal — Click this check box to hide the subtotal at the end of the detail section. When you change the order of where Additional Items displays on the invoice, this does not affect the display of add-ons marked as retainers.
Limits	The Limits sections that display on the invoice are selected on the Misc tab of the Billing Terms form. The following fields display when you select Limits in the Section Order list: Limit Heading — Enter the label to display on the invoice as the section heading above billing limits information. Current Label — Enter the label to display above the current invoice's billing limit amount for each limit section, such as Fee or Labor. Prior Label — Enter the label to display above the sum of all prior invoice billing limit amount for each limit section, such as Fee or Labor. To-Date Label — Enter the label to display above the total project billing limit amount (sum of current and prior) for each limit section, such as Fee or Labor. Limit Total — Enter the label to precede total project billing limits displayed in the Current, Prior, and To-Date columns. Limit Remaining — Enter the label to precede the remaining amount left before reaching the project limit. Limit Adjustment — Enter that label to precede the difference between the total billings to date and the billing limit. Fee — Enter the label to display above the fee numbers. Labor — Enter the label to display above the labor numbers. Consultant — Enter the label to display above the consultant numbers. Expense — Enter the label to display above the expense numbers. Unit — Enter the label to display above the unit numbers. Add-On — Enter the label to display above the add-on numbers. Total Only (Hide All Detail) — Click this check box to print only the section header and the section subtotal on the invoice. No details will be included.
Taxes	The following fields display when you select Taxes in the Section Order list: Tax Heading — Enter the label to appear on the invoice as the section heading above the tax detail. Tax Total — Enter the label to precede the total amount of taxes billed for the invoice. BTD Section — From the drop-down list, select the Billed-to-Date expense label (Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, Retainage, or Interest) where Vision will display current, previous, and year-to-date tax amounts in the Billed-to-Date section of the invoice. Subtotal Before Taxes — Select this check box to print a subtotal of preceding invoice sections before printing the Taxes section. Use the associated field to enter a label to print to the left of the subtotal. The label and subtotal display at any level at which taxes are calculated on an invoice. They are not displayed if taxes are not calculated. If a retainer, which should not affect the tax calculation, is included on the invoice, it is included in the calculation of the subtotal amount. Thus, in that case, the subtotal would not match the tax basis. Display Tax Calculation on Invoice — Select this check box to display the tax calculation on an invoice. Example: "10.00% of 1,500.00" Subtotal Before Taxes in Tax Currency — Select this check box to print a subtotal of preceding invoice sections in the tax currency before printing the Taxes section. Use the associated field to enter a label to print to the left of the subtotal. (This option is only available if your company uses the Multicurrency feature.) The Subtotal Before Taxes in Tax Currency label and subtotal display at any level at which taxes are calculated on an invoice. However, they are not displayed if: Taxes are not calculated, or if the currency for all tax codes for the invoice is the billing currency. A preinvoice is being applied to the final invoice and the billing currency does not match the tax currency. Vision determines the amount by calculating the subtotal in the billing currency, converting that amount to the functional currency, and then converting the functional currency amount to the tax currency. Vision uses the exchange rates on or before the invoice date to do the currency conversions. If a retainer, which should not affect the tax calculation, is included on the invoice, it is included in the calculation of the subtotal amount. Thus, in that case, the subtotal would not match the tax basis. If more than one tax code applies to the invoice, Vision does the following: If all tax codes with a currency different than the billing currency have the same tax currency, Vision calculates one subtotal in that currency. If tax codes with a currency different than the billing currency do not have the same tax currency, Vision calculates a subtotal in the currency for the first of those tax codes encountered when generating the invoice. You can select both the Subtotal Before Taxes check box and Subtotal Before Taxes in Tax Currency check box. Print Tax Amount in Tax Currency — Select this check box if you want to print the tax amount in the tax currency when the tax currency is different than the billing currency. If you select this option, Vision prints the tax amount in the tax currency and indicates what the currency is in the description area of the tax line on the invoice. If you do not select this option, Vision does not display the additional tax amount information. To determine the tax currency amount, Vision first converts the billing currency amount to the functional currency, and then converts that amount to the tax currency amount. This option is only available if your company uses the Multicurrency feature and has tax auditing enabled for the active company. Total Only (Hide All Detail) — Click this check box to print only the section header and the section subtotal on the invoice. No details will be included. Hide Detail Subtotal — Click this check box to hide the subtotal at the end of the detail section when there are multiple tax codes. See the Multicurrency topics in the Concepts section of the help for information about tax currencies. See the discussion of Tax Auditing in the Configuration section of the help for information about enabling and setting up tax auditing.
Retainage	Retainage sections that display on the invoice are selected on the Misc tab of the Billing Terms form. The following fields display when you select Retainage in the Section Order list: Retainage Heading — Enter the label to display on the invoice as the section heading above retainage detail. Current Label — Enter the label to display above the current invoice's retainage amount for each retainage section, such as Fee or Labor. Prior Label — Enter the label to display above the sum of all prior invoice retainage amount for each limit section, such as Fee or Labor. To-Date Label — Enter the label to display above the total project (or project group) billing limit amount (sum of current and prior) for each limit section, such as Fee or Labor. Limit Label — Enter the label to precede the retainage limit. BTD Section — Select the Billed-to-Date expense label (Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, Retainage Interest) where Vision will display current, previous, and year-to-date retainage amounts in the Billed-to-Date section of the invoice. Total Only (Hide All Detail) — Click this check box to print only the section header and the section subtotal on the invoice. No details will be included.
Interest	The following fields display when you select Interest in the Section Order list: Interest Heading — Enter the label to display on the invoice as the section heading above interest detail. BTD Section — Select the Billed-to-Date expense label (Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, Retainage Interest) where Vision will display current, previous, and year-to-date interest amounts in the Billed-to-Date section of the invoice. Total Only (Hide All Detail) — Click this check box to print only the section header and the section subtotal on the invoice. No details will be included.
Prior Invoices	The fields listed below display in the Section Labels/Options section when you select Prior Invoices in the Section Order list. This section applies if the Enable Format for Total Earned Calculation option is selected for Fees. It is recommended that you consider reformatting the template to move the Prior Invoice section above the Tax section to ensure logical structure and readability. Regardless of the prior invoices position, Tax will calculate on the balance of JTD earned less prior invoices.
	Prior Invoice Heading — Enter the label for the prior invoice section heading. The default value is Invoices. Total Label — Enter the label for the prior invoice section total. The default value is Total Prior Invoices. The total prior invoice applied amount will always be zero because this section includes only prior invoices (not applied prior invoices). Subtotal Before Prior Invoices — Select this check box to print a subtotal of preceding invoice sections before printing the Prior Invoices section. Use the associated field to enter a label to print to the left of the subtotal. The label and subtotal display at any level at which prior invoices are calculated on an invoice. They are not displayed if prior invoices are not calculated. Invoice Number — Enter the label for the invoice number. Invoice Date — Enter the label for the invoice date. If you are using an invoice that was created prior to Vision 7.4, the Invoice Date will not display. Fee Amount — Enter the label for the invoice fee amount. Typically, this is the fee plus any add on amounts. Other Amount — Enter label for the other amount. Typically, this is anything other than fees and add ons. For example, labor, expenses, consultants, and units. The calculation that is applied is: Invoice Total minus (fee + add on + tax). This will only display on the invoice if there is another amount associated with the invoice. Hide Headings — Click this check box to hide the prior invoice headings on the invoice. This is useful for simplifying the invoice's layout when there are only two amounts displaying in this section. For more than two amounts, Deltek recommends that you do not select this option. Total Only (Hide All Detail) — Click this check box to print only the section header and the section subtotal on the invoice. No details will be included. Hide Detail Subtotal — Click this check box to hide the subtotal at the end of the detail section.
Pre-Invoice	The fields listed below display in the Section Labels/Options section when you select Pre-Invoice in the Section Order box. This section applies if you use the Pre-Invoice feature in Vision (enabled on the Miscellaneous tab in Configuration > Billing > General). A Pre-Invoice section is added to templates for pre-invoices, pre-invoice cancellations, and regular invoices for projects that use pre-invoices. This section shows information about the prior pre-invoices generated for a project. Only the fee amounts (no taxes) from pre-invoices are included in this section. Section Heading — Enter the label for the pre-invoice section heading. The default value is Pre-Invoice History. Section Total — Enter the label for the pre-invoice section total. The default value is Total Pre-Invoice Applied. Pre-Invoice Columns Select — Click this check box if you want the column that is specified in the Column Name column to appear in the Pre-Invoice section of an invoice. Column Name — In each row in the grid, this column displays different information that you can include in the pre-invoice section. Possible columns are: Date — This is the date of a pre-invoice. Invoice Number — This is the invoice number of a pre-invoice. Amount — This is the total fee amount of a pre-invoice. This does not include taxes. Note — This is the text that you enter for a pre-invoice on the Misc tab of a project's billing terms. Paid — This is the fee amount of a pre-invoice that a client has paid, which has been posted in Cash Receipts Transaction Entry. Any taxes paid are not included in this amount. When you generate a draft or final regular invoice in Interactive Billing or Batch Billing, the invoice total is reduced by pre-invoice fee amounts that have been paid since the last time that you generated a draft or final invoice. Cancelled — This is the fee amount of a pre-invoice that has been canceled, which can be the full amount or a partial amount of a pre-invoice. Pre-invoice amounts that have not yet been paid by a client are cancelled automatically when you create draft or final regular invoice in Interactive Billing or Batch Billing. You can also manually cancel pre-invoices on the Invoices on File dialog box in Interactive Billing. Applied — When the Pre-Invoice section displays on a draft or final regular invoice: This column displays the fee amount of a pre-invoice that is being applied to the regular invoice. It is the pre-invoice amount that the client has paid that was entered in Cash Receipt Transaction Entry since the last regular invoice was generated. The total amount for the regular invoice is reduced by the pre-invoice applied amounts. When the Pre-Invoice section displays on a pre-invoice: This column displays a zero amount. Paid pre-invoice amounts are not applied to pre-invoices. Heading 1 — Enter the label for the column heading in the pre-invoice section. If your label is long and your available space is minimal, consider using Heading 2 as well. Heading 1 cannot be longer than the width specified in the Width field. Characters outside this width will not display in the heading. Heading 2 — If your column label is long or contains multiple words, split the label between Heading 1 and Heading 2. Text entered in Heading 2 displays below the Heading 1 text. Heading 2 cannot be longer than the width specified in the Width field. Characters outside this width will not display in the heading. Width — Enter the width for Heading 1 and Heading 2 columns in either inches or millimeters, based on which measure you selected in the Unit of Measure field on the Misc tab on the Invoice Template Editor form. The heading text that you select for Heading 1 and Heading 2, as well as the value that Vision retrieves to display in these columns, cannot be longer than the width specified. Labels that are longer than the specified width are truncated. If column values are greater than the specified width, asterisks (***) display. Vision displays a warning message if the width that you enter will cause the billing phase information to extend beyond the right margin of the page. All columns may not fit on one page. To ensure that all necessary columns in this section of the invoice fit, remove unnecessary columns by entering a width of 0.0.
Outstanding AR	The following fields display when you select Outstanding AR in the Section Order section: AR Heading — Enter the label to display on the invoice as the section heading above outstanding accounts receivable detail. Number Label — Enter the label to display above the invoice numbers. Date Label — Enter the label to display above the invoice dates. Balance Label — Enter the label to display above the amount yet to be collected for the invoice. Retainage Label — Enter the label to display above retainage amounts for each invoice. Now Due Label — Enter the label to display above the amount due as of the current billing (balance plus retainage). AR Total — Enter the label to precede the total amount of accounts receivable still outstanding for the project. AR Total Now Due — Enter the label to precede the total amount of accounts receivable currently due (AR Total plus retainage).
Billed-to-date	Billed-to-date sections that display on the invoice, such as Fee or Labor, depend on what has been billed for the project. The following fields display when you select Billed-to-date in the Section Order list: BTD Heading — Enter the label to display on the invoice as the section heading above billed-to-date detail. Billed-to-Date Total — Enter the label to precede total project billed-to-date amounts displayed in the Current, Prior, and Total columns. Current Label — Enter the label to display above current invoice billed-to-date totals for each billed-to-date section. Prior Label — Enter the label to display above the sum of all prior invoice billed-to-date totals for each billed-to-date section. Total Label — Enter the label to display above the total (sum of prior and current) invoice billed-to-date totals for each billed-to-date section. Received Label — Enter the label to precede the total receipts to date amounts displayed in the Current, Prior, and Total columns. AR Balance Label — Enter the label to precede the balance of accounts receivable, displayed in the Current, Prior, and Total columns. Summarize billed-to-date on a single line — Select this check box to display totals only in the Billed-to-Date section of the invoice, rather than display amounts broken out by section. Fee — Enter the label to display above the fee numbers. Labor — Enter the label to display above the labor numbers. Consultant — Enter the label to display above the consultant numbers. Expense — Enter the label to display above the expense numbers. Unit — Enter the label to display above the unit numbers. Add-On — Enter the label to display above the add-on numbers. Tax — Enter the label to display above the tax numbers. Interest — Enter the label to display above the interest numbers.