Create Batch Invoices

Use the Debtor Invoices submodule to create batch invoices.

To use the Debtor Invoices submodule and to create batch invoices, you must have access to Finance & Administration as defined in the User Access Rights submodule 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:

• Tasks > Follow-up > Batch Billing
• Jobs
• Finance & Administration > Debtors > Batch Billing

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 left pane to select the Company for which you want to create a batch invoice.
3. In the left pane, click Debtors > Debtor Invoices
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 Billing Plans is selected 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 from the following options:
   • Immediately: The batch invoice is created immediately after you complete the steps.
   • At the Scheduled Time: If you select this option, 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 was created to reflect the changes in the jobs.
   • If a batch invoice is created immediately, the Batch Billing Invoice window appears, which shows 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 invoice in the background, you are notified through 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 submodule at either the Tasks or Finance & Administration modules.