Create Batch Invoices

Use Batch Billing in the Follow-Up submodule in the Tasks module to create batch invoices.

To use the Batch Billing and to create batch invoices, you must have access to Tasks as defined in User Access Rights under Settings. In addition, you must also add the Batch Invoice Creation agent at Settings > Advanced Tools > Agent Setup to create batch invoices that can be scheduled for later.

Note: You can also create batch invoices from the following modules and submodules:

• Jobs
• Finance & Administration > Debtors > Debtor Invoices
• Finance & Administration > Debtors > Batch Billing

For the Type field in the filter criteria (see step 4) the choices are Time and Materials or Billing Plans. Certain rules apply to each choice that you make for this type.

• When you select Time & Materials:
  • The target jobs cannot belong to a retainer project.
  • The target jobs must be marked as a Time & Material Job under Jobs > Settings > Job Finance Settings.
  • The target jobs must be marked as Billable under Jobs > Settings > Job Finance Settings or Jobs > Settings > Basic Job Settings. Note that this requirement does not apply when System Variable 523 (Allow to Create Invoices on Non-Billable Jobs) is enabled.
  • The target jobs must have approved Time, Mileage, Expense, or Material costs posted against them that are dated before or on the To Date that is specified in the Batch Billing Creation dialog box, and which have been fully approved but not invoiced.

  The invoices that are generated are equal to you would generate using Method 2—All Details—No Grouping, Sorted by Date when manually transferring Price Quote lines into invoice lines from Job > Invoice > Partial Invoice.

• When you select Billing Plan:
  • The target jobs cannot belong to a retainer project.
  • The target jobs cannot be marked as a Time & Material Job under Jobs > Settings > Job Finance Settings.
  • The target jobs must be marked as Billable under Jobs > Settings > Job Finance Settings or Job > Settings > Basic Job Settings.

    Note that this requirement does not apply when System Variable 523 (Allow to Create Invoices on Non-Billable Jobs) is enabled.

  • The target jobs must have a Billing Plan with lines that are dated before or on the To Date that is specified in the Batch Billing Creation dialog box, dated after the most recent not-canceled invoice on the given job, and not marked as invoiced or of the type Partial Invoice.

  The invoices that are generated are equal to what would be generated when you manually create invoices based on billing plans.

To create a batch invoice:

1. On the main toolbar, click Tasks .
2. In the left pane of the Tasks page, click Follow-Up > Batch Billing.
3. On the Batch Billing toolbar, click the Batch Create Invoices button next to the search field.
4. In the Batch Create Invoices dialog box, enter your filter criteria using the following fields:
   • Type: The data source for the invoicing flow. This field allows multiple selections and is required. Options are the following: Time And Materials and Billing Plans.
   • Job Status: This field allows multiple selections and is required. Options are the following: Quotation, In progress, On hold, and Ready for invoicing.
   • Company: This field is required.
   • Client: This field allows multiple selections. If no selection is made, the filter applies to all of the clients that you can access.
   • Job Project Manager: This field allows multiple selections. The default value is the current user. If no selection is made, the filter applies to all of the job Project Managers that you can access.
   • Price Quote Status: This field appears only if Billing Plans is selected as one of the Types. It allows multiple selections and is required. Options are the following: Approved Internally and Approved Eexternally.
   • To Date: The payment date for Billing Plans and entry date for Time and Materials. It includes past entry dates until the selected date. This field is required.
5. Click Next.
6. In the next section of the Batch Create Invoices dialog box, select how you want to generate invoices from the following options:
   • Immediately: The batch invoice is created immediately after completing the steps.
   • At the Scheduled Time: If you select this, enter the Date and Time when you want to generate the batch invoice. Only those invoices that still qualify according to the selected filter criteria on the schedule that you enter are included in the batch invoice.
7. Enter the name of the batch invoice. The default value is the current date.
8. Click Create Invoices.
   Note:

   • Batch invoices are created as background tasks. Click Refresh after you are notified that a batch invoice has been created to reflect the changes in the jobs.
   • If a batch invoice is created immediately, the Batch Billing Invoice page appears, which displays the list of invoices that are included in the batch.
   • If a batch invoice is scheduled for creation, a notification is not initially shown. After the agent creates the batch in the background, you are notified by a popup notification. You are given the option to view the generated invoices.
   • To view the list of scheduled batch invoices, go to the Batch Billing in either the Tasks or Finance & Administration modules.