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Accept the Final Invoice in Interactive Billing

You accept an invoice as the final step before you post the invoice.

Prerequisites: If a project's invoices require approval, the invoices must be approved before you can accept them.

Invoice approvals: If approvals are enabled for one or more projects whose invoices you are final accepting in one billing session, some billing session options cannot be changed for those projects unless you first unsubmit the invoice. If you do that, the invoice must be approved again before you can accept it. If you enter a value for one of those "locked" billing session options that conflicts with the value entered for the invoice during the approval process, Vantagepoint uses the value set during the approval process when it generates the invoice.

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

For more information about what happens when you accept a final invoice, see Accepting Final Invoices.

To accept a final invoice in Interactive Billing:

  1. In the Navigation pane, select Billing > Interactive Billing.
  2. Select one of two actions:
    • If the Billing Session Options dialog box displays, select options on the dialog box and click OK.
    • If the dialog box does not automatically display, click Billing Session Options on the Actions bar of the Interactive Billing form and complete the session options information.
  3. On the Interactive Billing form, enter a complete or partial name or number in the Find project lookup field to find and select the project for which you want to accept a final invoice.
  4. To review or update the billing terms for the project, which affect the invoices, complete one of the following:
    • View the billing terms summary information on the General tab.
    • Click Other Actions > Billing Terms to change the billing terms for the project.
  5. Review the information on the tabs of the Interactive Billing form to be sure that the invoice you are accepting has the correct content.
    On the Labor, Expense, and Units tabs, check the transactions that have a Bill status that will be included on the invoice. If a project uses fee billing, review and enter the fee amounts or percent complete on the Fees tab.
  6. To see what the exact invoice looks like, click Print on the Actions bar.
  7. When you are satisfied that the invoice is what you are expecting, click Accept on the Actions bar.
  8. On the Invoice File Selection dialog box, complete one of the following actions to specify a file for storing the invoice transactions that you are accepting in this billing session:
    • Select an existing file and click OK.
    • Click New, enter a name for the file in the File Name field, and click OK. Enter a name that makes the group of invoices easy to identify when you post them in the Transaction Center.
    This transaction file will be used to post the invoice transactions to your general ledger.
  9. On the Invoice Accept dialog box, review the invoice transaction accounts and amounts for the project and change any information if needed.  
  10. When you are satisfied with the information that will appear on the final invoice, click OK.
    If you enabled Employee Realization (set the Enable Employee Realization by Employee option to Yes in Settings > Accounting > Labor Options), you use the Invoice Frequency for the realization, and there are labor or employee-specific unit transactions with a Bill status that are accepted, the Employee Realization Allocation dialog box displays so that you can run Employee Specific Unit Realization and Labor Realization details. For more information, go to Step 7 of Allocate Employee Realization by Invoice Frequency.
  11. Repeat steps 3 through 10 to accept an invoice for another project in this billing session.
    When you accept multiple invoices during a session, all the invoices are added to the same invoice transaction entry file.

If you selected the Post on Accept checkbox on the Billing Session Options dialog box in Interactive Billing, when you leave the Interactive Billing application, an invoice transaction file is automatically created and posted. (Your security role must have access to this checkbox or it does not display.) The invoice transaction file includes all invoices that were finalized during the billing session, including invoices, voided invoices, credit memos, and retainage-only invoices. View the automatically posted invoice transaction files for the completed Interactive Billing and Batch Billing sessions in Transaction Center > Posting Review.

If you did not select the Post on Accept checkbox, go to Transaction Center > Transaction Entry > Invoices to review and post the invoice transaction file.