Create Invoice Setup Templates
Invoice setup is required on any Project that will be invoiced. The setup can be done by manually entering Invoice Setup Template lines or creating the setup from a Template. It is important to set up this Invoice Template on the Project - otherwise it is not possible to get Project Ledger Entries for sales invoicing.
The Invoice Setup Template is used for defining how content will be displayed on the invoice when printed. It defines this information based on the type of billing record such as Items, Expenses, Scheduled Billings, Resources, and Resource Groups. It is also possible to define a fixed heading or text between invoice lines by using the Type of 'Heading'.
Project Invoice Setup Template Setup and Configuration
There are three options available to a new Invoice Setup Template for a Project.
Manual Configuration
After a Project is created, navigate to the Role Center > Projects > Projects.
Highlight the desired Project.
Select Actions > Invoice Setup.
Select Save as Template from the ribbon.
Click Yes to message 'Do you wish to save 'XXXXXXX' setup as a template?'
In the Edit - Save Templates page:
Field Name Description Template Name Specifies the user-created unique identifier for this new Invoice Setup Template. Description Specifies free-form text to describe the new Invoice Setup Template.
1, Select the Close button to complete the process.
Create an Invoice Setup Template from an Existing Project
Save an existing Invoice Setup as a new Template. To do this:
Navigate to the Role Center > Projects > Projects.
Select the Project that has the Invoice Setup to copy to create the new Invoice Setup Template.
Select Actions > Invoice Setup.
Select Save as Template from the ribbon.
Select Yes to message "Do you wish to save [Project No.] setup as Template?"
In the Edit - Save Templates page:
Field Name Description Template Name Specify a name to uniquely identify the new Invoice Template. Description Create free-form text information for the new Invoice Setup Template. Click Close to complete the process and exit the page.
Use Invoice Setup Template page
Navigate to the Role Center >Setup> Template Setup > Invoice Setup Template.
Select New to create an Invoice Template.
Field Name Description Code Specifies a unique identifier for the Invoice Template. Description Specifies user-defined free-form text information for this Invoice Template.
Invoice Setup Template Setup for Projects and Contracts
Role Center > Setup > Template Setup > Invoice Setup Template or Contract Invoice Setup Template.
- Select New from the ribbon.
| Field Name | Description |
|---|---|
| Code |
Create a unique identifier for the Invoice Template. |
| Description | Specifies free-form, text information for the Template. |
| Template Lines | On the Invoice Setup page, with the desired Template highlighted, select Template Lines to configure, line by line, what is included on the invoice. |
| Field Name | Description |
|---|---|
| Code |
Specifies the user-created unique identifier for this Project Invoice Template. |
| Line No. | Specifies the unique line number for the Invoice Setup Template. This is an integer assigned by the system, but the user can change it. |
| Type | Specifies the purpose and use of the line. Options: |
| - Heading: Specifies user entered free-form text that will be shown on the invoice. | |
| - Resource: Displays Resource entries. | |
| - Resource Group: Displays Resource Group entries. | |
| - Expenses: Displays Expense entries. | |
| - Item: Displays Item entries. | |
| - Scheduled Billing: Displays Scheduled Billings entries. | |
| Invoice Text | Specifies the text to be displayed on the invoice when Type of Heading is selected. However, if the Type selected is anything other than Heading, Invoice Text would only be displayed if there are no other invoice settings selected (i.e., Group By Type, Group By Tax Code, etc.). If the text should come from the specific entry, the field Print Details must be checked – see the Print Details section. |
| Filter | Specifies a particular number or code for invoicing based on the Type field. If the Type is Resource, the available filters will be from the Resource List. Expense will display Expense Codes; Item filters will be the Item No. list and Scheduled Billing will display a list of Scheduled Billings only for the Project being invoiced. The Filter field will not have selections for Headings. |
| Task Filter | Specifies that only entries with the selected Project Task No. will be invoiced. |
| Work Type Filter | Specifies to filter invoice entries based on a Work Type Code. Work Type filters may be used for Resources only. Work Type filters may be combined with Resource filters and Task filters. |
Caution
If you use filters on the Invoice Setup this can exclude records from being invoiced, therefore use filters with care.
| Date Compression |
Specifies the Time Period grouping on the billing line: day, week, month, year, or none. |
Important
When Compression or Grouping is used, except the combination of two selections i.e., Type and Task, the entries are still segregated by Type: Resource, Item, Expense, Resource Group. When Group Per Tax Code is selected, the Tax Code may be the same for all entries, but they will be combined by Resource, Item, etc.
| Extended Text |
Select to allow Extended Text on the invoice lines. Headings, Resources, and Items are the only Types that allow users to enter the Extended Text. Headings have a default Extended Text equal to the Project No. |
| To add Extended Text for a Resource, navigate to the Resource Card, select Actions > Setup > Extended Text. Select New to add new Extended Text. | |
| To add Extended Text to an Item, navigate to the Item Card, select Related > Item > Extended Text. Select New to add new Extended Text. |
Tip
For more information on Extended Text, see: Add Extended Text>
| Print Details |
Specifies, if true, that the system should print details of each entry for the invoice instead of summary/grouping. |
| - If Print Details is selected in the Invoice Setup, this will override the Date Compression, Group By/Per, and Show Comment options, if they are selected. | |
| - If Print Details is not selected, and no options are chosen, the invoice will be created as grouped within each Type as the default. This means that the Type grouping will be all entries within a Type, i.e., all Resources grouped together, not grouped by Resource Numbers. |
Note
By default, all entries will be segregated by Project No. on the Sales Invoice.
| Group By Type |
Specifies, if true, to group billing lines based on Types: Resource, Expense, or Item. The grouping is for each Code/number within the Type. If Type is Resource and there are three different resource numbers, they will each have a sales line with their total hours. A detail of each summary sales line is available using PM Lines. |
| Group Per Tax Code | Specifies, if true, to group billing lines based on Tax Code. |
| Group By Unit Price | Specifies, if true, to have the grouping on the invoice done by Unit Price. |
| - If Group by Unit Price is selected: |
| Date Compression | Extended Text | Invoice Text | Example |
|---|---|---|---|
| None | True | Populated | Sales invoice description will print the text entered in the Invoice Text field. > |
| Day, Week, Month, or Year | True | Populated | Sales invoice description will print text from Invoice Text field + Date Compression, i.e., Invoice Text' + 'May 2024' |
| None | False | Populated | Sales Invoice description will print Type, i.e., 'Resources', 'Expenses', Scheduled Billings', 'Items', etc. |
| None | True | Blank | Sales Invoice description will print Type, i.e., 'Resources', 'Expenses', Scheduled Billings', 'Items', etc. |
| Day, Week, Month, or Year | True | Blank | Sales Invoice description will print Combination of Type and Date Compression, i.e., 'Resources for May 2024', Expenses for May 2024' |
| Day, Week, Month or Year | False | Blank | Sales invoice description will print combination of Type and Date Compression, i.e., 'Resources for May 2024', Expenses for May 2024' |
| Group By Task |
Specifies, if true, to have the grouping on the invoice done by Task. Task grouping combines all members of each Type segregated by the Project Task number. All Resources who have an entry on a Project Task are on the same sales line. A detail of each summary sales line is available using PM Lines.* |
Tip
Groups may be combined. Example would be to combine Type and Task. The resulting sales lines will have separate lines for each Resource, Task time entry. The Resources will all have separate lines. If a resource has three different Task entries they will be on three separate lines.
| Show Time Invoice Comment |
Specifies, if true, to show Timesheet Comments on the invoice.* |
| Show Expense Invoice Comment | Specifies, if true, to show Expense Sheet Comments on the invoice. |
Note
When Timesheet Comment or Expense Comment is selected, no other options can be chosen.
Change existing Invoice Setup Template
Changes can be made to an existing Template. Navigate to the Template via the Role Center > Setup > Template Setup > Invoice Setup Template.
Select the Template to edit and select Template Lines from the ribbon. Any changes made will be saved for the Template Code selected. If changes must be made for a Project, this should be done after the Template has been imported into the Project.