During the life of a project, project costs from resource usage, materials, and project-related purchases can accumulate. As the project progresses, these transactions get posted to the project journal. It is important that all costs get recorded in the project journal before you invoice the customer.
You can also purchase external resources unrelated to a project, for example, to invoice a vendor for work delivered. You would need to set up a vendor as an external resource, For more information on setting up an external resource, see Record Purchases.
You can create invoices on the project from the Project Plan page, from the Invoice Suggestions page (for Fixed Price or T&M contract type projects or from the Sales Invoice page. Invoicing can be done after the project is finished or at certain intervals during the project's progress based on a billing schedule or on a percent complete basis.
If you select Billable in the Project Line Type field on the purchase documents for project-related purchases, the system creates project transaction lines that are ready to be invoiced to the customer.
Sell-To, Bill-to and Ship-to Addresses
For information on the Project Card Bill-to defaults and where they are used, see:
Billing Method Options
There are many ways that customers can set up billing options with Progressus. You can define billing methods for each project, or even at the task level. Options include Fixed Price, T&M (Time & Materials) and Percent Complete.
In the Project Plan > Project Subform tab, you have the option of creating tasks with a Contract Type of either Fixed or T&M (and a project can be mixed - some tasks as Fixed and some tasks as T&M.
In the Project Card you can set the invoicing type for Resources, Items, or Expenses to invoice using Fixed, Time & Material or Percent Complete. For Fixed and Time & Material projects, you can create invoices using Create Project Invoices (see: How to create Project Invoices, Sales Invoices (see: Direct Invoicing - Sales Invoice page or Invoice Suggestion, and for Percent Complete, you can create invoices using the Percent Complete Billing page (see: Percent Complete).
As budgets are created for these tasks on projects, you will see amounts increment in in the Total Budget Cost (LCY) field of the Project sub-form. As you post usage amounts against a task, you will see amounts increment in the Total Usage Cost field in the Project sub-form. The difference between your budgeted amounts and usage costs displays in the Difference field. When invoices are created, there are factors in the project configuration to determine what method is used for determining when it is time to invoice the project.
Create AIA compliant billing with Progress Billing
You can generate billings for construction projects in a format similar to that approved by the American Institute of Architects (AIA). Based on forms 702G and 703G, Progress Billing provides the ability to enter the details for a construction billing into the first request for payment. Subsequent requests for payment for the same project only require the maintenance of the line-item completion percentage, quantity completed, and stored material amount. For more information on creating AIA billings see: AIA Billing
Defines all Expense entries as not-chargeable entries and invoices the payments entered. Not-chargeable entries always can be changed to chargeable in the Timesheet Entry page and the project journal or just before creating invoices.
With Fixed Price billing, you can set up milestones to invoice the project for predetermined amounts when you complete certain tasks tied to milestones in the project. Note that the milestones can prevent a Scheduled Billing from being created if the status is not completed.
Once a task is completed, you can then manually set the associated milestone to status of Finished. This allows you to post a payment (generate an invoice) with Scheduled Billings for the associated milestone.
To create a milestone
Navigate to the Project Card > Project > Milestones.
Add a Milestone ID.
Select a Task Code to associate to the milestone.
Enter a date for the milestone and a description.
To finish a milestone
Navigate to the Project > Actions > Setup > Milestones
Select the Finished checkbox on the Milestone you wish to finish.
Click Yes to the message "Finish Milestone?"
Scheduled Billings gives you the opportunity to set up scheduling for your invoices. It is only used if you chose Fixed for either Resource, Item or Expense on the Invoicing Fast Tab of the Project Card. You can set up scheduled billings to be tied to project milestones (or tasks/phases of a project) so that once a task/milestone is completed, the scheduled billing will create an Invoice Suggestion to generate an invoice.
Set up Scheduled Billings
Navigate in the Project to Actions > Setup >Scheduled Billings.
Create a unique Code for each scheduled billing cycle you want to create.
Select the Payment Type - either Task or Proforma.
If the Payment Type is Task, the scheduled billing is associated with completion of a task.
If the Payment Type is Pro forma the customer is invoiced when the date defined in the Budget Date field is reached.
Cost Amount: Cost amount can be used if your salespersons get commission on their sales.
Amount: The value of the payment amount that will be used for the scheduled billing.
Budget Date is a required field to run the Update Budget process.
Update budget from the Scheduled Billing
When all Payment lines are set up, choose Update Budget. This automatically transfers the payment plan to the project task lines in the and updates the Scheduled Billing Budget - Price (LCY) field in the budget if a task line was chosen. The total Payment for the project can be seen in the statistics.
Click OK once you receive a message "Budget updated". The Payment Budget - Price (LCY) field for each task in the Project Plan updates with the amounts created in Scheduled Billings.
- Once a milestone is finished and the Scheduled Billings process is run to Post Scheduled Billing, it sends an update to the Invoice Suggestion process, which creates an entry allowing that scheduled billing to be invoiced. For more information on Invoice Suggestion functionality see Invoice Suggestion
A scheduled billing cannot be posted for payment until the associated milestone is set to Finished
Time & Material (T&M)
Resources will be billed based on Time/Material usage entries (such as timesheet entries, items, and expense sheet entries).
System calculates the Percent Complete by project or task and has a field that sums up the entries by Resource, Items and Expenses. The system generates the Percent Complete preview invoice and final invoice from the Percent Complete Billing page found on the Role Center > Processing > Billing > Percent Complete Billing.
Setting up a project with Percent Complete billing
When creating a project, either manually, or with the Create Project Wizard. to bill the project or task(s) with the Percent Complete method, select the Resource Invoice Type, and/or Item Invoice Type and/or Expense Invoice Type as Percent Complete. These options can also be edited later in the Project Card or Task Card in the Invoicing FastTab.
On the Project Card and/or Task Card, for % Complete Billing set the options to enable or disable:
Resources % Complete: If enabled, resource usage is included in percent complete calculation for billing.
Item % Complete: If enabled, item usage is included in percent complete calculation for billing.
Expenses % Complete: If enabled, expenses usage is included in percent complete calculation for billing.
An example would be Resource and Item costs billed using Percent Complete and expenses billed based on time and material. Percent complete calculation can be made based on cost or quantity and can include select or all cost types (Time/Expenses/Items).
% Complete Override: If enabled, the user can override the calculated percent complete for billing.
% Complete Based on: select either cost or quantity that the project uses when calculating percent complete.
% Complete Billing Level: Select the billing level for % complete billing.
Project Summary: Requires you to specify a % complete task and allows a contract amount to be specified. If contract amount is not specified, the budget entry prices are used to calculate the contract amount.
Project Detail Requires you to specify a % complete task and budget entries are required to calculate the contract amount.
Task Summary Allows you to specify a contract amount for each task, otherwise the budget entry prices are used to calculate the contract amount.
Task Detail: Requires budget entries to calculate the contract amount for each task.
Not Applicable: Specifies, if selected, that Percent Complete billing should be turned off for this project. The project will be excluded from the calculation if the billing process is run.
% Complete Task: Identifies the Task to use when Percent Complete is calculated at the Project Level. Only editable if % Complete Billing level is Project-Summary or Project-Detail, otherwise it is blank and not editable.
Contract Amount: Specifies the contract amount or price for the project. Contract amount can only be specified for project summary billing level. If not specified, budget entries are used to calculate the contract amount. Contract amount for each task can be specified on the Task Card when Task Summary is selected.
Contract Invoicing Account: Specifies the required G/L account to use when billing level is project summary and is only available if a contract amount has been entered.
Percent Complete Billing page overview
Use the Percent Complete Billing page to calculate and load percent complete billing amounts with filters. This page also shows current and past calculation and the amount to be billed.
You can access the Percent Complete Billing Page from the Role Center > Processing > Billing > Percent Complete Billing. This gives you the opportunity to review percent complete billings for all projects. If you wish to review for one project, you can use a filter to specify one project. Another way to review percent complete billings for one specific project is to select the project from the Projects list, then navigate to Billing > Percent Complete Billing.
The Calculation Date cannot be greater than the current date.
To calculate the percent complete
Click Calculate % Complete.
An Options page opens. Enter the date to use for the calculation of percentage complete. The date cannot be greater than the current date. When opening from the Project menu, the Project No. will default on the calculate page. You can add other filters, such as Task Code, Customer No., Project Manager and Billing Level.
Click OK to message "Percent Complete Billing is Calculated".
Review the calculation:
Project No.: Specifies the project to be used for this percent complete billing.
Task: Specifies the task code to be used for this percent complete billing.
Calculation Date: Specifies the date used for calculations.
Change Order: Identifies this task as a change order.
Project Description: Specifies information for the Task number for this line.
% Compl. Billing Level: Specifies the percent complete billing level for this line.
% Complete Based On: Specifies the calculation value on which percent complete is based, either cost or quantity.
Type: Specifies the type of entry. For summary billing levels, this value will be all. For detail billing levels, this value will be resource, item or expense.
No. to Invoice: Specifies the resource, item, or expense code related to this entry.
No. to Invoice 2: Specifies the resource group related to this entry. This field is only filled when the type is res.sub group.
Detail Description: Specifies information about the code in the "No. to Invoice 1" field, i.e., resource name, item description, expense type.. This will be filled only for project detail or task detail billing levels.
Budget Qty: Specifies the budget quantity for this line. This value is used to calculate the percent complete if the project has the % complete based on quantity.
Actual Qty: Specifies the actual quantity for this line. This value is used to calculate the percent complete if the project has the % complete based on quantity.
Budget Total (LCY): Specifies the total budget, in local currency, for the task associated with the percent complete billing line (based on resource/expense/item % complete selection on the task). The budget total represents the total budget amount. This value is used to calculate the percent complete if the project has the % complete based on cost. I
Actual Total (LCY): Specifies the actual total usage, in local currency, for the task associated with the percent complete billing line (based on resource/expense/item % complete selection on the task). The actual total represents the total usage cost. This value is used to calculate the percent complete if the project has the % complete based on cost.
Contract Amount (LCY): If the project billing level is project summary, this specifies the contract amount, in local currency, assigned to the project. If the billing level is task summary, this specifies the contract amount assigned to the task. For project detail and task detail billing levels, the contract amount is set to the budget total price.
% Complete Total: Specifies the calculated complete percentage for the billing line as actual total cost/budget total cost or actual quantity/budget quantity, depending on the % complete basis, cost or quantity, for the project.
Total (LCY): Specifies the % Complete Total value times the contract amount.
% Complete Prior: Specifies the total percent complete for this line that was previously billed.
Total Percent Complete Override: Specifies the percent complete used as a manual override for the calculated percent complete.
Prior Invoiced (LCY): Specifies the total dollar amount previously billed for this line.
% Completed this Invoice: Specifies the difference between the percent complete total and the percent complete prior.
Percent Complete Overridden: Indicates that the percent completed this invoice has been manually changed.
To be invoiced (LCY): Specifies the current amount to be invoiced based on the % completed this invoice.
Retention %: Specifies the retention % if any from the project/task billing line.
Retention Amount (LCY): Shows the calculated retention amount for the current billing.
Created Document No.: Specifies the invoice number created when the Generate % Complete Invoice process is run.
If you enabled the % Complete Override option on the Project or Task card, you can edit the percentage complete that is calculated.
Go to Project No. field and click on the ellipsis. Select More. Mark all the lines to be included on the invoice.
If Task Detail is the % Compl. Billing Level and a line is selected for a Task, then all lines with that Task No. must be included.
Use the Generate Percent Complete Invoice option to create the invoice, including Retention calculations.
Click OK to the message "Percent Complete Invoice process has successfully finished".
Click Show Document to display the percent complete Sales Invoice. The Created Document No. is now populated with the Sales Invoice No.. The Quantity will always be 1 with no Group/PM Lines. If changes need to be made, delete the invoice, and start over the calculation process from the beginning.
Select Preview to see the invoice that is sent to the customer accompanied by the Summary Invoice.
Post the sales invoice using regular posting procedures.
Calculations are based on a fixed contract amount on the project/task card or on a budget price.
Training Videos - Percent Complete
For more information on setting up and processing Percent Complete invoices, see:
How transactions are marked as available for billing
Chargeable field: Transactions in the system are available for invoicing based on the 'Chargeable' field on the transaction line in the Project Ledger, the Invoice Suggestion page, or the Sales Invoices page. If selected, the transaction will be included in billing (both Fixed Price and Time and Material projects). If Chargeable is unchecked, it is not included for billing. This field can be modified during invoicing process, if necessary, to appropriately handle a specific transaction.
Open field: Each transaction has an Open field. This field is not visible in Invoice Suggestions or Sales Invoices but can be viewed in the Project Ledger. If this checkbox is selected, the transaction is available for billing. Once a transaction line is fully billed the Open field is automatically deselected by the invoicing process.
Remaining Amount field: Each transaction has a Remaining Amount field. This field is not visible in Invoice Suggestions or Sales Invoices but can be viewed in the Project Ledger. This amount indicates the amount that has not been invoiced yet. If there is a partial invoice of a transaction line, the Remaining Amount contains the portion that has not been invoiced.
Invoice Setup Template
The Invoice Setup Template selected on a project defines the format that is used when creating Sales and Project invoices and 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. Each project that is invoiced is required to select an Invoice Setup. The setup can be done by manually entering invoice setup lines, creating the setup from a template, or importing an invoice template.
It is important to set up this invoice setup template on the project - otherwise it is not possible to get project ledger entries for sales invoicing
Invoice Setup - Template Lines
For information on how to setup Invoice Setup Templates for project invoicing, see: Create Invoice Setup Templates.
For information on how to setup Contract Invoice Setup Templates for contract invoicing, see: Create Contract Invoice Setup Templates
How to create Project Invoices
There are a few different ways to create project invoices. You can access billing options through the Role Center > Processing > Billing, or you can access billing options from a specific project by navigating to the Project Plan > Actions > Billing Process.
You will find these options available to you:
Create Project Invoices
Percent Complete Billing
Hour Bank Post G/L (only available from the Role Center > Processing > Billing)
Create Project Invoices page
Use Create Project Invoices to manually create project invoices. Create Project Invoices is available from the Role Center > Processing > Billing > Create Project Invoices or the Invoice Suggestion page. It is also available from the Projects List > Actions > Billing Process > Create Project Invoices.
The Create Project Invoices page allows you to add additional filters to generate the invoice as required. Invoices can be split based on usage type and customer. The Invoice creation can also be filtered by date, project, customer, etc. If you do not select a filter. invoices for all projects are created.
Usage: The Usage section designates which usage lines to be included on the invoice. If you have designated on the task that you want to 'Use posted currency' of the transaction, this process may result in multiple invoices if transactions originate in different currencies. For instance, if one transaction line is USD and another transaction line is CAD, then USD and CAD invoices will be created separately.
Charge Specified Customer: The Charge Specified Customer section can be used if you want to invoice the usage entries to each customer connected to the project entries, and not the customer that owns the project. For example, if there are two posted project entries to two different customers the system will again create two invoices – one to each customer.
Miscellaneous: The Miscellaneous section allows you to additional options for filtering which project invoices are included when using Create Project Invoices to generate invoices:
For more information on Invoice Resource Specifications report and setup, see: Invoice Resource Specifications Setup
Headings with resource specifications
Use Invoice Suggestion: If set to true, project application method, must be Manual. If true, the invoice will use adjusted prices in project entries.
Add to existing document if exist?: If selected, and if a document for project bill to customer already exists, then the entries to invoice will be added to that document.
Only one invoice per customer?: If selected, if more than one project to same bill to customer, then all project entries will be invoiced in the same document.
The lines on the Sales Invoice created by the Create Project Invoice process will be grouped and formatted according to the Invoice Setup specified on the project.
Change Sales Invoice Lines: Transaction lines that flow to the Invoice can be modified or removed prior to posting the invoice. If a line is deleted from the Invoice, it becomes available in Invoice Suggestions for the next invoice. A transaction line may also be partially billed from the Invoice page. For example, if the quantity is 5 on the invoice, the line can be modified to have a quantity of 3. The remaining 2 units will be available in the Invoice Suggestions page for the next invoicing cycle. The remaining 2 units can be closed if the 'Apply and Close (Job)' box is checked for that transaction line resulting in the 3 units being billed the remaining 2 will not be billed unless reopened.
Also, the invoice can be deleted prior to posting. If deleted all the invoice suggestion lines are made available and the invoice can be recreated. This is valuable if the Invoice lines format does not match the format required. The unposted Invoice can be deleted, the Invoice Setup modified, and you can re-run the Invoice Creation process as needed.
Change PM Sales Invoice Lines: If an invoice is created from a project where the invoicing setup contains compression (example - date compression), the sales invoice contains entries of type PM. This indicates that there are underlying individual entries.
The line can be modified by highlighting it and selecting Line, PM Line Entries. The sales line entries can then be modified.
Note that the sales entry closes the project ledger entry only if the sales price is higher than or equal to the remaining amount on the project ledger entry. It can, however, be closed if the price is not higher to or equal to the remaining amount by clicking in Apply and Close (Job).
After leaving the form, the values in the PM sales invoice line are updated.
Invoice lines are usually reviewed on the Invoice Suggestion List page. You can review the Invoice Suggestion page for all projects at the top-level Projects menu:
Navigate to the Role Center > Processing > Billing Invoice Suggestion List.
You can also access Invoice Suggestions in each individual project. To access Invoice Suggestions from a specific project:
Navigate to the Projects List and select the desired project.
Navigate to Billing >Invoice Suggestion List
Transactions are listed in this page if the Open box is selected, the Chargeable box is selected and there is a value in Remaining Balance.
Each transaction has an Approved check box. Project managers can approve the transactions lines individually in the Invoice Suggestion Lines FastTab. Project Managers can also designate the entire Invoice as approved by setting the Approved Boolean value to on/true in the General Fast Tab.
Invoice Suggestion – General FastTab
- The General FastTab in Invoice Suggestion provides general information about the project being viewed:
- Customer No.: Specifies the billing customer number for the project.
- Name: Specifies the customer's name associated with the Bill-to Customer No. for the project.
- Project Manager: Specifies the project manager of the project.
- Invoice Setup Created: Specifies, if yes/true, that the invoice setup for the project is created.
- Approved: Specifies, if yes/true the entire invoice as approved.
Invoice Suggestion – Invoice Suggestion Lines FastTab
Transaction lines available for invoicing are listed in the Invoice Suggestion Lines FastTab. Transactions are listed in this FastTab if the Open checkbox is selected, the Chargeable checkbox is selected and there is a value in Remaining Amount.
Once the items are selected to determine the amount to invoice, to create the invoice from the suggested lines, select Process > Create Invoice. In the Create Project Invoices options page, you can select additional options to exclude or include types (such as Resources, Items, Expenses, etc.) in Usage, Charge Specified Customer or Miscellaneous.
Type: Specifies the type of project ledger entry this will be resource, expense, payment, or item.
Project Task No.: Specifies the number of the project task associated with the project ledger entry.
No.: Specifies the value related to the type for the project ledger entry line. This will be either a resource, expense, payment, or item.
Posting Date: Specifies the posting date of the project ledger entry.
Created Document No.: Specifies the invoice number of non-posted invoices for these lines. If invoice is created, the line is not editable.
Postpone to Date: Specifies the postpone to date of the project ledger entry. Field is not directly editable but can be updated by using the Postponed tab > Postpone functionality. For more information, see: Postponed. Setting a "Postpone to Date" equal and greater than the posting date filter will result in the billing line not being available to bill until the Postpone to Date.
Description: Specifies a free-form text information about the transaction.
Lot No.: Specifies the lot number for an item usage posted to the project ledger where the item has lot number tracking enabled.
Serial No.: Specifies the serial number for an item usage posted to the project ledger where the item has serial number tracking enabled.
Chargeable: Specifies, if true, that the entry will be charged to the customer.
Approved: Specifies, if true, that the entry has been approved for invoicing to the customer.
Hide in Spec: Specifies that this line will not be printed in the invoice resource specification.
Close Line: Specifies, if selected, that any remaining balance should be written off and applied and the line closed.
Quantity: Specifies the quantity from project ledger entry.
Quantity to Invoice: Specifies the quantity that will go to sales invoice.
Qty. Posted Invoice: Specifies the quantity posted to invoice.
Qty. Unposted Order/Invoice: Specifies the quantity unposted to invoice.
Quantity Unposted Credit Memo: Specifies the quantity unposted to credit memo.
Remaining Quantity: Specifies the remaining quantity, from the project ledger, to be billed.
Unit Price to Invoice: Specifies the unit price that flows to sales invoice.
Unit Price (LCY) to Invoice: Specifies the unit price (LCY) that flows to sales invoice.
Total Price to Invoice: Specifies the total price that flows to sales invoice.
Total Price to Inv. (LCY): Specifies the total price (LCY) that flows to sales invoice.
Remaining Amount: Specifies the remaining amount, from the project ledger entry, to be billed.
Remaining Amount (LCY): Specifies the remaining amount (LCY), from the project ledger entry, to be billed. Calculated as the Total Price less what has been billed.
Invoices Exist: Specifies, if true, that the user can click the link in the field, and the system will display the posted sales invoice/credit memo for the line.
If you select the option Only one invoice per customer in the Create Project Invoices options page, and Invoice Suggestion is configured to create multiple invoices and if there is more than one project and more than one invoice setup, the setup that is used for the created invoices is the setup for the first project alphabetically.
Invoice Suggestion Line - Tabs
The tabs in the Invoice Suggestion Line section provide a quick way to do mass updates to invoice suggestion lines, such as setting them to closed, or setting the chargeable or approved status on multiple lines at one time.
Use the Chargeable tab > Chargeable box to enable the Chargeable field on all selected lines in the Invoice Suggestion Lines grid. If an item is selected in the line and the Chargeable box is unselected, the item is set to non-chargeable and removed from the Invoice Suggestion Line grid. It can be viewed by navigating to the Related Information >Non-Chargeable Entries page.
Use the Approved tab > Select Approved to select the Approved field on all selected lines in the Invoice Suggestion Lines grid. Once items that require approval are marked as "approved", they can be included in invoices when the Process > Create Invoice is run.
Use the Approved tab > Unselect Approved field to deselect the Approved field on all selected lines in the Invoice Suggestion Lines grid. Once items that require approval have the "approved" box deselected, they will not be included in invoices when the Process > Create Invoice is run.
Hide in Spec
Hide in Spec specifies that any selected lines will not be printed in the invoice resource specification.
Use the Hide in Spec > Select Hide in Spec option to select the Hide in Spec box on any selected lines.
Use the Hide in Spec > Unselect Hide in Spec option to deselect the Hide in Spec box on any selected lines.
The Close line feature allows you to close project entries and write off balances in either Invoice Suggestions or the Project Ledger. Partial invoicing does not close a line - a line is closed when fully invoiced (the last invoice). You can use the Close Line feature to close these partially invoiced lines. Once the Close Line process is run, the Close Date and Close Entry number fields are populated in the project ledger entries.
Scenarios that will close a project entry are:
Full invoicing of a transaction.
Partial invoicing using Close Line in Invoice Suggestions.
Use Move Entries with Audit.
Options are selected in Project Setup > Management FastTab > Apply and Close When field.
- Qty to invoice changed.
- Remaining quantity is zero or below.
- Remaining quantity or amount is zero or below.
- For more information on the Apply and Close When settings, see: Project Setup - Management FastTab
You can only use the Close Invoice Line on Project entries where the Entry Type is Usage, the Chargeable field is selected (true), the Open field is selected (true), the Unit Price field is not zero, and if the Create Document No. is not populated.
Invoice Suggestions > Actions > Close Invoice Lines. Select the transaction lines from the Invoice Suggestion Lines section of the page by placing your cursor on the line to be invoiced, or for more than one entry by clicking on the ellipsis and choosing “Select More,” then click on the circle next to each line to be closed.
From the ribbon, select Actions > Close Invoice Lines.
Select Yes to the message "Are you sure you want to close the selected lines?"
You can use Invoice Suggestions process to write off partial quantities. Multiple lines can be closed at the same time, whether or not you are creating an invoice for any remaining lines.
Invoice Suggestions > Invoice Suggestion Lines > Close Line > Select Close Line to check the Close Line box on selected lines.
Use the Close Line > Unselect Close Line to uncheck the Close Line box on selected lines.
Once you run the Invoice Suggestion process, a Write-off transaction is created in the Project Ledger. The write-off entries and original usage/sales entries are applied and closed. If the line is not being invoiced (just closed), after selecting Close Line, choose Process > Close Invoice Lines.
If the line is not being invoiced (just closed), after selecting Close Line, choose Process > Close Invoice Lines.
Project Ledger Entries
To close lines in Project Ledger Entries, select the transaction lines to close by placing your cursor on the line to close, or for more than one entry by clicking on the ellipsis and choosing “Select More,” then clicking on the circle next to each line to be closed.
From the ribbon, select Close Invoice Lines.
Select Yes to the message "Are you sure you want to close the selected lines?"
The Open checkbox is not selected for each line you closed.
To see the Write-off transaction, highlight the entry that was closed and then select More Options > Related > Navigate > Show Detailed Ledger Entries. You will see a negative quantity in the Value to Invoice field and negative Total Price and Line Amounts. The quantity will be the same, the Line Amount will be the write-off amount.
Once you close a line, you cannot reopen it. You would need to do an adjustment.
Close Line is not allowed on Scheduled Billing lines. For these transactions, you must do a negative line in Scheduled Billing so that WIP can calculate correctly on the full amount.
Close by Date
If a line is closed due to the full invoice of a transaction, the Close Line process will be the Invoice Date from the sales invoice when it was fully invoiced.
If the line being closed is for a partial invoice the Close Line process will be the posting date from the sales invoice as the Close by Date.
If the Invoice Suggestions or Project Ledger Entries > Close Invoice Lines process is run for full quantity on a project entry line, the Close Date will use the Work date.
If a partial invoice is closed using the Invoice Suggestions or Project Ledger Entries > Close Invoice Lines, the Close Date will be the Work date for the adjustment entry that is created.
If the Chargeable field is unchecked, the Close Date will be the Work date.
If the Move Entries with Audit process is run, the Close Date is populated as follows:
If the original transaction is non-chargeable, the new entry will also be non-chargeable. The Move Entry process has 2 options for Date Selection: Original Posting Date or New Posting Date (user-entered date) – for the Closed by Date on the original project ledger entry. The Closed by Date on the new entry is not populated.
If the transaction is chargeable, the new entry will also be chargeable. The Move Entry process has 2 options for Date Selection: Original Posting Date or New Posting Date (user-entered date) – for the Closed by Date on the original project ledger entry. The Closed by Date on the new entry is not populated. The date chosen on the Move Entry will be used for the Posting Date.
Closed by Entry No.: Specifies posted invoice entry number that closed the original transaction.
For information on using the Close Line with WIP functions, see: WIP Processing - Close Date and Close Entry No.
Use the Postponed tab to postpone a billing line to a specified date you choose. When you select the Postponed tab > Postpone, the Postpone Project Ledger Entries pages opens.
- Postpone to Date: Specifies the date to postpone the billing of these usage entries.
- Postpone Formula: Specifies the formula for the number of days or months to postpone the billing of this item. For example, to postpone all selected usage entries to 1 month from their current Postpone to Date, enter +1M.
You would either use the Postpone to Date or the Postpone Formula, but not both, to set a value in the Postpone to Date field in the Invoice Suggestion Lines. If both fields are used, the system will use the Postpone to Date field.
The Postpone to Date cannot be set to earlier than the usage line's Posting Date.
Filter: (Project (Job) Ledger Entry: Filters can be added to further narrow the scope of the results that are included in the Postpone action.
- Click OK to set a value in the Postpone to Date field for any selected lines.
- Use the Postponed tab > Revert Postpone Date to change the current Postpone to Date values back to their original Postpone to Date values for any selected lines.
Comments: Use the Comments field to add notations to billing lines.
Attachments: Use the Attachments field to add attachments to billing lines.
Create Invoice: Use Create Invoice to generate invoices from the selected billing lines in the Invoice Suggestion Lines FastTab.
Close Lines: Use Close Lines to close selected billing lines from the Invoice Suggestion Lines FastTab.
For information on Resource Prices, see: Set up Resource Prices
For information on Resource Costs, see: Set up Resource Costs
For information on Expenses Prices, see: Project Expense Prices
For information on Invoice Setup, see: Invoice Setup Template
The Project Statistics page provides an overview of costs and invoices on a specific project. It also provides a summary of approved and unapproved amounts on the project. The page also includes a comparison between Usage Cost, Budget Cost and Balance remaining.
Cost: provides summary amounts for Resource Usage Cost, Item Usage cost, Expense Usage Cost and Total Usage Cost – and is broken out by usage cost and budget cost, as well as transactions balances.
- Usage Cost:
Resource Usage Cost: Specifies the summary amount for resource cost - usage and budget transactions.
Item Usage Cost: Specifies the summary amount for item cost - usage and budget transactions.
Expense Usage Cost: Specifies the summary amount for expense cost - usage and budget transactions.
Total Usage Cost: Specifies the summary amount for total cost - usage and budget transactions.
- Usage Cost:
Invoice: provides a summary of Payments, Items, Resources, Expenses and Totals, broken down by:
Project Turnover: Specifies the summary amount for lines which are usage transactions that have the chargeable box checked.
Invoiced: Specifies the summary amount for previously billed records.
Suggestion: Specifies the summary amount for suggestion lines included on this page that are open and chargeable.
Rem. Amount: Specifies the remaining amount to be invoiced.
Retention Amount: Specifies the retention amount for the invoice. The amount withheld from an invoice until a project, task or milestone is completed.
Approved: provides a summary of Approved and Not Approved Amounts in the Invoice Suggestions Lines FastTab.
Approved Amount: Specifies amount approved in Invoice Suggestion Lines FastTab.
Not Approved Amount: Specifies amount not approved in Invoice Suggestion Lines FastTab.
The Non-Chargeable Entries page contains all transactions that are no longer marked as chargeable. If a transaction is displayed in Invoice Suggestion and the Chargeable box is unselected, that transaction will move to the Non-Chargeable Entries page. The transaction can be moved back to the Invoice Suggestion Lines FastTab by selecting the Chargeable field.
To view invoiced entries, select Related Information from the ribbon > Invoiced Entries.
Project Billing FactBox
The Project Billing FactBox is accessible from the Invoice Suggestion page by clicking the "Expand FactBox Pane" icon
The Project Billing FactBox provides a summary of how much is being invoiced, broken down by Resources, Expenses, Items, Schedule Billing, and Retention.
Direct Invoicing - Sales Invoice page
Invoices may be created for projects manually from the Sales Invoices page.
Navigate to the Role Center > Invoicing > Sales Invoices.
Select New to create a new sales invoice.
Populate the Customer Name and the Project No. fields in the General tab.
Populate any other fields the General FastTab information as appropriate.
Navigate to Actions > >Functions > Get Project Usage.
In the Get Project Usage page, select which options and filters to use to retrieve project usage based on what should be invoiced. To retrieve usage for a specific project, be sure to expand the Filter: Project section and add a Project Number.
Select OK and the project postings import into the sales lines.
Calculate Sales Retention
Sales retention is an amount that is calculated as a percentage of a sales invoice transaction line) that the customer may withhold from their payment to you. This is often done to ensure the customer's satisfaction with a project or task before they make final payment to you.
Sales retention can be specified on the Customer page > Invoicing FastTab > Project Retention %. You can also add a retention percentage on the fly during sales invoice creation by specifying a value in the Retention % field on each line-item on the sales invoice.
To create sales retention on a sales invoice:
Navigate to Sales Invoices and create a sales invoice.
Enter a percentage to retain in the Retention % field.
Once the invoice lines are entered, select Actions > Functions > Calculate Retention.
A new line with a description of "Retention For:..." is added to the sales invoice for the retention percentage entered and appears as a negative or offset to the original invoice amount.
Once the sales invoice is posted, the retention line will appear on the Sales Retention report.
The retention amounts that were withheld when the original sales invoice was created can be billed by using the Retention Invoicing page. Retention Invoicing is accessed from the Role Center > Approvals & Activities > Retention Invoicing.
It is important to note that there are two different kinds of retention. This article covers Sales Retention, which are amounts withheld from a customer's invoice and billed later. Subcontractor Retention are amounts that can be withheld from payments to subcontract vendors. For more information on Subcontractor Retention, see: Setting up Subcontract Retention
Create Retention Invoice
Open Retention Invoicing from the Role Center.
General: Select filters to narrow the displayed results.
- Customer No.
- Project No.
- Start Date
- End Date
Sales Retention Lines: Select the transaction lines from the bottom section of the page by placing your cursor on the line to be invoiced, or for more than one entry by clicking on the ellipsis and choosing “Select More,” then click on the circle next to each line to be billed.
Posting Date: Specifies the date the billing transaction was posted.
Created Document No.: Specifies the sales invoice number for the Retention prior to posting.
Project No.: Specifies a unique identifier for the project.
Type: Specifies the posting type as G/L account.
Customer No.: Specifies the number of the customer on the transaction.
No.: Specifies the Sales Retention G/L account number for posting.
Project Task No.: Specifies a unique identifier for the task.
Description: Specifies information about the sales retention line. This line is generated during system sales invoice creation by using Actions > Functions > Calculate Sales Retention.
Quantity: Specifies the quantity.
Line Amount: Specifies the amount of the retention billing line.
Select Create Invoice from the menu.
The Edit page will open, review the information for accuracy.
On the View - Created Sales Documents page, click Show Document to view or post the sales invoice.
After taking action on the Sales Invoice, you will return to the Retention Invoicing page. The page may be filtered. Exit and reopen to see all Retention lines.
If several projects are linked to a contract, the system can generate one invoice that includes data from all the linked projects. For more information on Contracts, see: Contracts module
This process should be initiated from the Contracts > Contracts > Billing Create Invoice menu. The Contract Invoice Setup Template must be completed before the Contract Invoice can be created.
For more information on Contract Invoice Setup Templates, see: Create Contract Invoice Setup Templates
Similar filter options are available as with the Create Project Invoices page. The functionality is the same as invoicing from an individual project with respect to compression, etc. Invoices can be generated using the normal project invoicing page if desired rather than using the contract. If you use the normal project invoicing, then each project linked to the contract will create its own invoice. This functionality is beneficial if the purpose for using the contract is related to tracking budgets and costs instead of billing projects together
Create a Sales Credit memo
If the customer wishes to return items or get a credit for resource hours a sales credit memo can be created. The Sales Credit Memo is also used to record a fee or correct an invalid invoice.
The sales credit memo is created like a sales quote, a sales order, or a sales invoice.
From the Role Center, navigate to Invoicing > Sales Credit Memo.
Select New to create a new Sales Credit Memo.
Populate the General FastTab and the Invoicing FastTab. The Shipping and Billing FastTab is used if items have been returned to a specific address.
The Foreign Trade FastTab is used if the credit memo is for a foreign customer.
If the credit memo is created based on previously invoiced payment you MUST check the Use Payment field and choose the payment in the drop down. If this is not done the return of the Payment will not update correctly.
Sales Credit Memos are generated by Invoice Suggestion when the total of all transaction lines included in the Invoice Suggestion Lines is negative. If the total of all the transaction lines in the Invoice Suggestion Lines is positive, an invoice is created.
This entry will also be available to flow back through to invoicing if it is not applied and closed.
Posting the credit memo will generate a G/L entry. The Project Plan is also updated in the Invoice Price column to reflect the return. The transaction will show on the project as a Sale Entry Type.
Currency Hierarchy in Progressus Invoicing
When creating invoices using different currencies, it's important to understand the hierarchy of where and how Progressus pulls the currency to use on the invoice. For more information on the Progressus currency hierarchy, see:
How to post Sales invoices
When the Sales invoice is posted, the usage line is closed with a corresponding sales line. Additionally, the invoice lines move from the Invoice Suggestion FastTab to the Non-Open Entries FastTab and the remaining amount is reduced to zero.
To Post the Sales Invoice after it is created, select Posting > Post and then select Yes to the message "Do you want to post the invoice?". You can view the posted invoice in the next window by clicking Yes to the message "The invoice is posted as number "xxxxxx and moved to the Posted Sales Invoice window. Do you want to open the posted invoice?"
Calculate and post WIP entries
When you have completed all activities for a project, including usage posting and invoicing, you must update the project to have a Status of Completed. Then, you must clear any WIP that has been posted to the general ledger. For information on WIP methods, see: Understanding WIP Methods
Hour Bank Billing
The Hours Bank FastTab in Project Setup is used to set up a Number Series and liability account number to allow entry of an amount or block of time against a project for future use. An example would be a project where a customer pre-purchases a block of support time. As project usage occurs, timesheets are posted against the hour bank. This reduces the prepaid amount in the liability account and books it to a revenue account.
Hour Bank - Advanced Projects - This video provides an overview of Hour Banks, along with the configuration, setup, and processing of Hour Bank transactions.
Set up the Hour Banks feature
Navigate to the Role Center > Actions > Setup > Project Setup > Project Setup.
Expand Hour Bank FastTab.
Hour Bank Nos: Specifies the numbering sequence to use for Hour Banks.
Hour Bank Prepaid Account No: Specifies the prepaid account to which hour bank entries are posted after running the Hour Bank Post GL process. This account is reduced as time is consumed against the Hour Bank via posted Timesheet Entry or Time Journal entries.
Setup a Resource for use with the Hour Bank
For more information about setting up a resource for use with the Hour Bank, see: Set Up Resources
How to create an hour bank for specific customer projects
- Use the icon to navigate to the Hour Bank List.
Description: Specifies information about the Hour Bank.
Description 2: Specifies additional information about the Hour Bank.
Hour Bank Type: Specifies if the banked value should be in hours or an amount.
Allow Non Chargeable: Specifies, if true, that non chargeable time can be posted to the hour bank.
Search Description: Specifies text to find a specific hour bank in a search.
Salesperson Code: Specifies the salesperson code related to this hour bank.
Last Date Modified: Specifies the last date changes were made to the hour bank.
Blocked: Specifies, if true, that the hour bank will be blocked from transaction posting.
Remaining Quantity: Specifies the quantity not used from the invoices posted to the hour bank.
Remaining Discount: Specifies the discount amount remaining to be applied from posted invoices.
Remaining Balance: Specifies the remaining balance before discounts, of invoices posted to the hour bank.
Net Remaining: Specifies the net amount remaining to be applied from posted invoices.
Remaining Discount (LCY): Specifies the discount amount in local currency remaining to be applied from posted invoices.
Remaining Balance (LCY): Specifies the remaining balance in local currency, before discounts, of invoices posted to the hour bank.
Net Remaining (LCY): Specifies the net amount remaining, in local currency, to be applied from posted invoices.
Customer No.: Specifies the customer number for the project to which the hour bank is connected.
Customer Name: Specifies the name of the customer number for the project to which the hour bank is connected.
To determine which of these customer's existing projects are included in the banked hours, select Related Information > Valid Projects. You are not limited to using the hours on just one project, as the hours banked can be used on multiple projects.
Hour Bank Valid Projects
Click New to add a project to Hour Bank Valid Projects.
Project No.: Click the ellipsis to select the project(s) included in the banked hours, amount.
Description: Specifies a short description of the project and defaults from the Project Card Description field.
Use Hour Bank No. Default: Specifies, if true, that the Hour Bank No. field in Timesheet Entry, or Time Journal will default to this Hour Bank number.
Create a Sales Invoice to add Amount or Hours to an Hour Bank
Navigate to the Role Center and from the top menu, select Invoicing > Sales Invoices.
Click New to create a new Sales Invoice.
Enter or lookup the Customer Name for the project connected to the Hour Bank.
In the Lines grid, change Type to Resource.
Select the resource assigned to the Hour Bank from the No. list.
Enter the Quantity of hours being booked for the hour bank. If the hour bank is based on total hours, when resource time is posted to the hour bank, the system will adjust the amount per hour based on the sales invoice.
Example: The sales invoice is for hours and the amount per hour is 200 USD. When the resource timesheet entries are posted to the hour bank, the per hour rate will be 200 USD, regardless of the regular price charged for the resource. If the sales invoice is for amount, then the resource price does not have to be adjusted. When the total charges of the time entries reach the total value of the hour bank, the system will prevent time entries from being submitted or posted.
Project No.: Specifies the number of the related project.
Task No.: Specifies the number of the related project task.
Navigate to the Hour Banks field and select the Hour Bank from the list.
Post the invoice by selecting Posting > Post from the ribbon.
Hour Bank Post GL: To post the Hour Bank transaction to GL, see: Hour Bank Post GL
To view the update to the Hour Bank for the Sales Invoice, navigate to Hour Bank list, select the Hour Bank used in the Sales Invoice. The General FastTab displays remaining quantity and balances. The Hour Bank Fact Box also displays original hours banked, and remaining quantity.
How to use hours from an hour bank
Navigate to Timesheet Entry in the Role Center.
You can also use the Time Journal to enter hours against an Hour Bank, using the Hour Bank No. field to decrease the value of the hour bank.
Create a timesheet, select the Hour Bank No. for the customer and valid project to which usage will be charged.
Enter either a quantity or amount to deduct from the Hour Bank, depending on how you set up the Hour Bank Type on the Hour Bank.
Submit and post the timesheet and resulting project ledger entries.
Hour Bank Post GL
Once the timesheet is posted, the final step is to run the Hour Bank Post G/L process. To do this:
From the Role Center, select Actions > Processing > Billing > Hour Bank Post GL.
Select the appropriate hour bank from Hour Bank No..
Optionally select a Posting Date.
Select OK to complete processing against the hour bank.
To view the update to the hour bank from this timesheet, navigate to Hour Bank list, select the hour bank used in the timesheet. The General FastTab displays remaining quantity and balances. The Hour Bank FactBox also displays original hours banked, and remaining hours or amount.