Setting up time and expense invoice format options

If you want to set up your invoice format to include time and expense billing, follow these instructions as part of setting up an invoice format.

To set up time and expense invoice format options

Click the Time and Expenses tab. It contains two sections: the upper section applies to the entire invoice and the lower section contains tabs for each activity type: Labor, Expense, and Consultant.
For primary group, select one of these options:

Select	To
Activity type	Print the Labor section first with the labor for all phases, then the Expense section with the expenses for all phases, and then the Consultant section with the consultant charges for all phases.
Phase	Print a section for each phase. The labor, expenses, and consultant charges print for each phase before breaking for the next phase.

In the check boxes next to the primary group, indicate how you want to print information:

For	Do this
Subtotal	Select this check box to print subtotals for activity type or phase (the option you selected for the primary group).
Text	If you selected Phase for the primary group, select this check box to print phase text. If you selected the Summarize phases check box when setting up a billing group for the project, the text for the billing group prints instead. If you selected Activity for the primary group, select this check box to print activity type text for labor, expense, or consultant.
Bold	If you selected Phase for the primary group, select this check box to print in boldface the title for the phase (as entered in > Manage > Project Command Center> Project Info tab > Invoice subtab > Billing description field). If you selected Activity Type for the primary group, select this check box to print the title for Labor, Expenses, and Consultant in boldface.
Uppercase	If you selected Phase for the primary group, select this check box to print in all uppercase letters the title for the phase (as entered in > Manage > Project Command Center> Project Info tab > Invoice subtab > Billing description field). If you selected Activity Type for the primary group, select this check box to print the title for Labor, Expenses, and Consultant in all uppercase letters.
ID	If you chose Phase for the primary group, select this check box to print the ID for the phase (as entered in > Manage > Project Command Center> Project Info tab >General subtab > ID field).

If you selected Phase for the primary group, then Activity Type automatically appears for the secondary group.

If you selected Activity Type for the primary group, use the secondary group to indicate if you want to print phase information for each activity type. Click the arrow and select one of these options:

Select	To
Phase	Print phases separately on the invoice.
None	Not print phases separately on the invoice.

Unless you selected None for the secondary group, you can select the check boxes next to the secondary group, as follows:

For	Do this
Subtotal	Select this check box to print subtotals for activity type or phase (the option in the secondary group).
Text	If you selected Phase for the secondary group, select this check box to print phase text. If you selected the Summarize phases check box when setting up a billing group for the project, the text for the billing group prints instead. If you selected Activity for the secondary group, select this check box to print activity type text for labor, expense, or consultant.
Bold	If you selected Phase for the secondary group, select this check box to print in boldface the title for the phase (as entered in > Manage > Project Command Center> Project Info tab > Invoice subtab > Billing description field). If you selected Activity Type for the secondary group, select this check box to print the title for Labor, Expenses, and Consultant in boldface.
Uppercase	If you selected Phase for the secondary group, select this check box to print in all uppercase letters the title for the phase (as entered in > Manage > Project Command Center> Project Info tab > Invoice subtab > Billing description field). If you selected Activity Type for the secondary group, select this check box to print the title for Labor, Expenses, and Consultant in all uppercase letters.
ID	If you selected Phase for the secondary group, select this check box to print the ID for the phase (as entered in > Manage > Project Command Center> Project Info tab >General subtab > ID field).

Select the Suppress subtotals when only 1 line prints check box, as needed.
Select the Suppress detail with zero amounts to bill check box, as needed.
Use the tabs on the lower part of the window to format the invoice for labor, expense, and consultant billing. Click a tab and enter the following information, as needed:

For

Do this

Description

Change the initial description of Labor, Expense, or Consultant to the description that you want to print at the beginning of this section. For example, you may want to replace Labor with Professional Services.

Print markups as part of (labor, expense, or consultant) total

Depending on if you are viewing the Labor, Expense, or Consultant tab, this field is titled with labor, expense, or consultants.

When you have billing rates that are calculated as a markup of cost, select this check box if you want to sum the (labor, expense, or consultant) cost and apply the markups to the (labor, expense, or consultant) total. The amount prints on the invoice at the end of the (labor, expense, or consultant) section.

Print notes

Select this check box to print on the invoice any notes that you entered in > Manage > Time & Expense, > Manage > Vendor Invoices, > Manage > In-house Expenses, or > Manage > Client Invoices. If you are summarizing entries and more than one entry has notes, the notes print together, one after the other, on the invoice.

Print columns for

Select the check box for each column that you want to appear on the invoice:

Column	Description
Hours	Appears on the Labor tab only. Hours for labor. Available if Print Markups as Part of Labor Total is not checked.
Units	Appears on the Expense and Consultant tabs only. Available if Print Markups as Part of (Expense or Consultant) Total is cleared.
Cost rate - when billed as a multiple of cost	Cost rate. Available if Print Markups as Part of (Labor, Expense, or Consultant) Total is cleared.
Cost amount - when billed as a multiple of cost	Cost amount. Available if the Print Markups as Part of (Labor, Expense or Consultant) Total is cleared.
Markup - when billed as a multiple of cost	Markup. Available if Print Markups as Part of (Labor, Expense, or Consultant) Total is cleared.
Billing rate - when not billed as a multiple of cost	Billing rate
Billed amount - always prints	Billing amount always appears on the invoice.

Detail groups

Detail groups determine the order that information appears on your invoice. The information you select for the first detail group prints first, the information for the second prints next, and so on.

For example, you want to print the employee type and then detail for each employee. On the Labor tab, you would select Employee Type in the first detail group, Employee in the second detail group, and none in the third and fourth detail groups.

Subtotal

To print subtotals for a detail group, select this check box to the right of the detail group.

Bold

To print the detail group description in boldface, select this check box to the right of the detail group.

Print full detail

To print all the detail for the last detail group you selected, select this check box. All entries associated with the invoice appear with no summary.