Deltek Vantagepoint Help

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Create Draft Invoices in Batch Billing

The most common use for Batch Billing is to create a draft run of all invoices for the current billing period to review the information before processing final invoices.

Warning: If you use pre-invoices in Vantagepoint, make sure the Process Pre-Invoices check box on the Pre-Invoice tab in Billing Terms for a project is cleared before you complete these steps. If you do not clear that option, you will process pre-invoices instead of regular invoices for a project.

To create draft invoices from Batch Billing:

  1. In the Navigation pane, select Billing > Batch Billing.
  2. On the Billing Session Options dialog box, select options such as the period start and end date to print on the invoices, and click OK.
  3. On the Invoice Creation tab of the Batch Billing form, make selections and enter settings that affect the processing of the invoices in the batch.
    Section on the tabWhat to Enter or Select
    Run Type
    • Enter the run description.
    • Select the Draft option.
    Invoice Distribution
    • Select whether you want to print the invoices in the batch from the Invoice Archive tab after the batch is created.
    • Select whether you want all the invoices in a batch to be automatically emailed to one or more recipients when the invoice batch is created.
    Include with Invoice Select whether to include any of the following in the batch: supporting documents for invoices, the Unbilled Detail Report, and the Batch Invoice list.
    Project Selection Select the projects whose invoices you want to include in the batch.
    Override Billing Terms for this Invoice Creation Select options related to billing terms and what is included on an invoice, such as whether to print outstanding AR information on invoices, include invoices with zero amounts due, include billed to date amounts, and so on.
    Sort Invoices Select the sort order for printing invoices in the batch.
    See the Invoice Creation Tab topic for more information about each of the fields on the tab.
  4. On the Actions bar of the Batch Billing form, click Other Actions > Update Fees, and review the percent complete of all projects that have fee terms, or any other data pertinent to determining current fee billings.
  5. On the Actions bar, click Create Invoices.
  6. On the Schedule dialog box, enter information for processing the Batch Billing run to create the invoices.
    • You can schedule the invoices to be created now or at a future time.
    • You can select whether or not to have an email or notification sent to you when the batch has finished processing.
    • You can also choose to make this a recurring activity on the Recurrence tab.
    • For more information about scheduling invoices to process, see Scheduling Process Server Jobs.
  7. Click Schedule on the dialog box.
When processing is complete, the following occur:
  • If you process the run immediately, when it is complete, a dialog box displays information about how many projects were processed and how many invoices were generated.
  • Depending on the options that you selected on the Invoice Creation tab, each invoice is sent by email to the specified recipients, or you print the batch of invoices from the Invoice Archive tab.