Units Tab of Draft Invoice Approvals

By default, the Units tab lists all unit charges entered through unit transactions or billing unit inserts for the selected project that are currently associated with the selected invoice.

The list also includes transactions that are available and eligible to be billed, based on the billing session options, but are not currently included on the invoice. These transactions have a setting of New in the Invoice Status field, rather than Submitted.

Units Grid Toolbar

Click the option on the toolbar to complete any of the following actions.

Field	Description
Bill	Select one or more transactions and click this option to change Status to Bill for those transactions.
Hold	Select one or more transactions and click this option to change Status to Hold for those transactions.
Write-Off	Select one or more transactions and click this option to change Status to Write-off for those transactions.
Delete	Select one or more transactions and click this option to change Status to Delete for those transactions.
Modify	Select a transaction and click this option to change the date, comment, description, hours, or amount/quantity for the transaction.
Transfer	Click this option to transfer labor hours and amounts from project to project, or within the same project (from labor code to labor code, account to account, and so on), without exiting Vantagepoint Billing.

Contents

Field	Description
+Add Billing Unit	To insert a transaction into the grid, click this option. Specify the transaction details on the Billing Unit Insert dialog box and click Insert.
Invoice Status	This field displays the approval status for the transaction: Submitted: The transaction was linked to the invoice at the time it was submitted for approval. New: Based on the billing session options for the invoice, the transaction is eligible to be included on the invoice, but the transaction was not linked to the invoice at the time it was submitted for approval. For example, a transaction that was transferred to the project after the invoice was submitted would have New in Invoice Status. A transaction with New in Invoice Status will not be included on the invoice. If you want to include all transactions with New in Invoice Status, click Include New Transactions on the Draft Invoice Approvals Actions bar. If you make a change to a transaction that requires recalculation of the invoice, New displays in this field until the recalculation occurs. After the recalculation, this status matches the approval status of the invoice as a whole.
Status	Select whether the transaction is billable in this billing session. If you change Status for a submitted transaction, Vantagepoint will automatically recalculate the invoice when you approve or reject the invoice, preview the invoice, select another project, or close Draft Invoice Approvals. The options in Status are the following: Bill: Include in this billing session. Hold: Save the transaction for billing at a later date. Write-off: Mark amounts that have been charged but cannot be billed. Selecting this option prevents the transaction from being billed, but allows the amount to appear on reports. When you write-off a transaction, no accounting entries are made. Delete: Remove from the set of billable transactions. Changing the status to Delete does not actually delete the transaction. The status of Delete allows you to run reports that distinguish between write-off (unit amounts charged that cannot be billed) and a transaction that was entered but removed before invoicing, possibly due to a data entry error. The options that are available from this field depend on your role's access rights as set in the Billing Security area of the Accounting tab of Settings > Security > Roles. For example, if you belong to a role with Allow Delete checked, the Delete option is available from this field.
Date	This field displays the date associated with this unit charge in unit transaction entry, or on a billing unit insert.
Phase	If you select to view the project level from the Phase/Task lookup for a project with phases, all of that project's phases display in the grid. The phase number displays in the Phase column, and all detail that corresponds to that phase displays in that row. You can also choose to select a particular phase from the Phase/Task lookup to view just the detail for that phase and any associated tasks in the grid.
Task	If you select the project or phase level from the Phase/Task lookup for a project with tasks, all of the tasks for that project or phase display in the grid. The task number displays in the Task column, and all detail that corresponds to that task displays in that row. You can also choose to select a particular task from the Phase/Task lookup to view just the detail for that task.
Table	Vantagepoint displays the unit table that contains the applicable unit information for this unit charge, as specified in unit transaction entry, or on a billing unit insert.
Unit	This field displays the unit number to which the amount was charged.
Description	If you entered a description for this unit charge during unit transaction entry or on a billing unit insert, it displays here.
Quantity	Vantagepoint displays the quantity of this unit included in this unit charge.
Rate	This field displays the billing amount per unit for this unit.
Invoice Amount	This field displays the amount to include on the current invoice for time and material billing, not fee-based billing. The column displays an amount if the row has the Status field set to Bill and the Billable check box is selected. If a draft invoice exists that is submitted or approved (indicated in the Invoice Status field), the Invoice Amount field displays the value for the submitted or approved transactions. If a draft invoice does not exist, this field displays a value for new transactions, so you can see the value for billable transactions before an invoice is submitted. The amount in the Invoice Amount field matches the amount displayed on the invoice.
Billing Extension	This field displays the billing value of the unit transaction based on the current billing terms for the project. For fee-based invoices, it displays the billing value for unbilled transactions at reporting rates if the Rates for Reporting (Not Invoicing) check box is selected in the Units section on the Rates tab in Billing Terms for project.