Create Batch Invoices

Use the Batch billing submodule to create batch invoices.

To use the Batch billing submodule and to create batch invoices, you must have access to Tasks 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 may also create batch invoices from the following modules and submodules:

• Jobs
• Finance & Administration > Debtors > Debtor invoices
• Finance & Administration > Debtors > Batch billing

To create a batch invoice:

1. On the main toolbar, click Tasks .
2. On the side toolbar, 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 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 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 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.
5. Click Next.
6. In the next section of the Batch create invoices dialog box, select how you want to generate invoices. Options are the following:
   • Immediately: The batch invoice is immediately created after completing the steps.
   • At the scheduled time: If selected, enter the Date and Time when you want to generate the batch invoice. Only those invoices that still qualify the selected filter criteria on the schedule that you enter will be included in the batch invoice.
7. Enter the name of the batch invoice. The default value indicates 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 immediately created, the Batch Billing Invoice window appears, which shows the list of invoices included in the batch.
   • If a batch invoice is scheduled for creation, a notification is not initially shown. Once the agent creates it in the background, you will be notified through a popup notification. You will be 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.