Create Batch Invoices

Use Batch Billing under the Debtors submodules to create batch invoices.

To use Batch Billing and to create batch invoices, you must have access to Finance & Administration 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.

Rules for the Type Field

When you create a batch invoice, you must provide a value for the Type field. The valid values are Time And Materials or Billing Plans. Differing rules apply to each type (in addition to your selected filters).

Rules for Time And Materials are as follows:

• The target jobs cannot belong to a retainer project.
• The target jobs must be marked as a Time And Materials Job under Job > Settings > Job Finance Settings. 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 date that is specified in the To Date field in the Batch Billing Creation dialog box, and which are fully approved and not invoiced.

The invoices that are generated are equal to those that would be generated using Method 2 — All Details – No Grouping, Sorted by Date when you manually transfer Price Quote lines into invoice lines from Job > Invoice > Partial Invoice. See the manual partial Invoice workflow.

Rules for Billing Plans are as follows:

• The target jobs cannot belong to a retainer project.
• The target jobs cannot be marked as a Time And Materials Job under Job > Settings > Job Finance Settings.
• The target jobs must be marked as Billable under Job > Settings > Job Finance Settings or Job > Settings > Basic Job Settings. 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 date that is specified in the To Date field in the Batch Billing Creation dialog box, dated after the most recent non-canceled invoice on the given job, and are not marked as invoiced or of type Partial Invoice.

The invoices that are generated are equal to those that would be generated when you manually create invoices based on billing plans. See the manual billing plan workflow.

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

• Tasks > Follow-Up > Batch Billing
• Jobs
• Finance & Administration > Debtors > Debtor Invoices

To create a batch invoice:

1. On the main toolbar, click Finance & Administration .
2. If you have more than one Company in your WorkBook system, use the drop-down list at the top of the side toolbar to select the Company for which you want to create a batch invoice.
3. On the side toolbar, click Debtors > Batch Billing
4. On the Debtor Invoices toolbar, click the Batch Create Invoices button next to the tabs.
5. 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 Time And Materials and Billing Plans.
   • Job Status: This field allows multiple selections and is required. Options are Quotation, In Progress, On Hold, and Ready for Invoicing.
   • Company: This field allows multiple selections and is required.
   • Client: This field is required. If you do not make a selection, 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 you do not make a selection, the filter applies to all of the job project managers that you can access
   • Price Quote Status: This field appears only if you selected Billing Plans as one of the Types. It allows multiple selections and is required. Options are Approved Internally and Approved Externally.
   • 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.
6. Click Next.
7. In the next section of the Batch Create Invoices dialog box, select how you want to generate invoices. Options are:
   • Immediately: The batch invoice is created immediately after you complete 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 meet the selected filter criteria on the schedule that you enter are included in the batch invoice.
8. Enter the name of the batch invoice. The default value indicates the current date.
9. 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 window appears and 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 message. You are then given the option to view the generated invoices.
   • To view the list of scheduled batch invoices, go to the Batch Billing submodule from either the Tasks or Finance & Administration module.