Invoicing Projects
During the life of a Project, Project costs from Resource Usage, Items, and Project-related Expenses can accumulate. As the Project progresses, these transactions get posted to the Project Journal. All costs must be recorded in the Project Journal for invoicing.
External Resources may be required for services on a Project. A Vendor used as a Subcontractor on a Project is setup as an External Resource when tracking of time is required. For more information on setting up an external resource, see Record Purchases.
Invoices can be created from the Project Card, or the Project Plan, 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.
Note
When the Chargeable field is selected on a Purchase Invoice line where a Project No. is specified , the system creates Project Ledger Entries that can be invoiced to the customer, using Create Invoices, or the Invoice Suggestion page.
Sell-To, Bill-to and Ship-to Addresses
For information on the Project Card Bill-to defaults and where they are used, see:
Bill-to and Ship-to Address Defaults
Video: Project Card Bill-to & Sell-to Functionality in Progressus
Billing Method Options
There are many ways that customer billing can be set up in Progressus. Billing methods can be defined for each Project, or at the Task level. Options include Fixed Price, T&M (Time & Materials), and Percent Complete.
In the Project Plan > Project Subform tab, there is an option to create Tasks with a Contract Type of either Fixed or T&M.
Note
A Project can be mixed - some Tasks can be Fixed and some can be T&M.
On the Project Card the Resource, Item, or Expense Invoice Type can be set to Fixed, or Time/Material. Percent Complete Billing can be set up for each Type based on Cost or Quantity with the Billing Level at Project or Task.
- For Fixed and Time & Material Projects, invoices can be created using Create Project Invoices (see: How to create Project Invoices), Sales Invoices (see: Direct Invoicing - Sales Invoice) or Invoice Suggestion, and for Percent Complete, invoices can be created using the Percent Complete Billing page. For more information, see: Percent Complete.
As budgets are created for these Tasks on Projects, amounts increment in the Total Budget Cost (LCY) field of the Project Plan Project Sub-form. As Usage amounts increase. The variance between the Total Budget Cost amounts and Total Usage Cost displays in the Difference field.
Create AIA compliant billing with Progress Billing
Billings can be generated 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
Fixed Price
Fixed Price defines all Expense entries as not-chargeable. Non-chargeable entries can be changed to chargeable on the Timesheet Entry page, the Invoice Suggestion page, the Project Journal, or just before creating invoices.
Milestones
Milestones are used to track progress for work being done on a Project with or without Task Codes. In Fixed Price billing, Milestones can be established to bill the Project for specific amounts for designated Tasks.
Note
Milestones can prevent a Scheduled Billing Invoice from being created until the Task is finished.
Once a Task is completed, the associated Milestone can be manually set to Finished. This allows an invoice to be created for the Scheduled Billings connected to the Milestone.
To Create a Milestone
Navigate to the Project List or Project Card > Project > Milestones.
Click New to create a Milestone.
Field Name Description Milestones Specifies the Code used to identify information for the Milestone entry. Task Code Specifies the Task used for the Milestone. Date Specifies the expected completion Date for the Milestone. Description Specifies information about the Milestone. Creation Date Specifies the date the Milestone entry was created. Created By Specifies the User that created the Milestone. Modification date Specifies the date the Milestone was last changed. Modified By Specifies the User that made the most recent modification to the Milestone. Cancel Specifies, if selected/true, that the Milestone entry is terminated. Cancel Date Specifies the date work on the Milestone entry was stopped. Cancelled By Specifies the User that terminated the Milestone. Finished Specifies, if selected/true, that the Milestone entry is completed. Finished Date Specifies the date the Milestone entry was completed. Finished By Specifies the User that finalized the Milestone entry. Postpone Specifies, if selected/true, that the Milestone is suspended. Postponed Date Specifies the date the Milestone was delayed. Postponed By Specifies the User that suspended the Milestone. Percent Complete Value Specifies the completed portion of the Milestone, relative to the total of all Milestones for the Project, as determined by the user. The total value of the column cannot exceed 100%. Overall Completion % Calculates the Overall Percent Complete for the entry. Comment Specifies, if selected/true, that there are comments for this Milestone line. Allow Billing Before Completion Specifies if related Scheduled Billings are allowed to be posted without this Milestone being finished. If Finished is selected, the Percent Complete is changed to 100%. Click Close
Milestone Completion Percent FactBox
| Field Name | Description |
|---|---|
| Description |
Specifies information from the highlighted Milestone line. |
| Percent Complete Value | Displays the completed portion of the Milestone relative to the total of all Milestones for the Project. |
| Overall Completion % | Specifies the Overall % Complete of all the lines, based on the calculation example shown. |
| Total Percent Complete | Displays the total Weighted Value of the Percent Complete Value entries. The amount cannot exceed 100%. |
Example calculation for WIP Calculation Based On set to Milestone:
| Milestone | Weighted Value | % Complete |
|---|---|---|
| Milestone 1 |
0 |
100 |
| Milestone 2 | 20 | 100 |
| Milestone 3 | 50 | 30 |
| Milestone 4 | 30 | 10 |
| Milestone 5 | 0 | 0 |
Total % Complete Calculation:
| Milestone | Weighted Value x % Complete | % Calc. % Complete |
|---|---|---|
| Milestone 1 |
0 x 1.00 |
0% |
| Milestone 2 | 20 x 1.00 | 20% |
| Milestone 3 | 50 x .30 | 15% |
| Milestone 4 | 30 x .10 | 3% |
| Milestone 5 | 0 x 0 | 0% |
Total % Complete Calculated = 38%
Allocations
To Finish a Milestone
Navigate to the Project List or Project Card > Project > Milestones
Select the Finished checkbox on the Milestone to be completed.
Click Yes to the message "Finish Milestone?"
Click Close
Note
After the Milestone is finished, the system updates the Finished checkbox to selected, updates the Finished Date with the date (system date) the Milestone entry was finished, and updates the Finished By field with the Resource ID (User) that completed the Milestone entry.
Scheduled Billing
Scheduled Billings gives the opportunity to schedule invoice billing. It is only used if Fixed is chosen for either Resource, Item or Expense on the Invoicing Fast Tab of the Project Card. Scheduled Billings are linked to Project Tasks and can be associated with Milestones. The Scheduled Billing posting will create an Invoice Suggestion to generate an invoice.
Set up Scheduled Billings
- Navigate in the Project to Actions > Setup >Scheduled Billings.
- Complete the following:
| Field Name | Description |
|---|---|
| Code |
Specifies the unique identifier for each Scheduled Billing cycle. |
| Description | Specifies user-defined text information about the Scheduled Billing cycle. |
| Scheduled Billing Type | Specifies Billing Type - either Task or Pro Forma. |
| - If the Billing Type is Task, the Scheduled Billing is associated with the completion of a Task. The entry can be posted and the invoice generated at any time. | |
| If the Billing is linked to a Milestone, the Milestone must be finished before invoicing. | |
| - If the Billing Type is Pro Forma, the work and invoice do not have to be related to a Task. The invoice can be issued before the goods or services are provided, generally when the date defined in the Budget Date field is reached. | |
| Task Code | Specifies an identifier for work that is done for a Project. |
| Deferral Code | Specifies the code of the template used to postpone revenue recognition for this line. |
| Cost Amount | Specifies the amount required to acquire or produce a service or product. |
| Amount | Specifies the Price to be invoiced to the customer. |
| Posted Amount (LCY) | Specifies the Amount that has been added to the Project Ledger and will be used for the Scheduled Billing, in Local Currency. |
| Type | Not used |
| Frequency | Specifies how often the line information is available for posting to the Project. It defines the interval — such as weekly or monthly - at which billing occurs to align with the Project's timeline and billing terms. |
| Number of Repetitions | Specifies how many billing cycles or invoices will be generated based on the defined Frequency. For example, if billing occurs monthly and the Number of Repetitions is set to 6, invoices will be issued every month for six consecutive months. It essentially defines the duration or total count of billing instances for the line information. |
| Unfinished Milestones | Specifies the number of Milestones not finished for the billing line. |
| Qty of Posted Scheduled Billings | Specifies the number of times the line information has been registered in the Project Ledger as a usage entry. Each posting creates an entry in Invoice Suggestions, available for invoicing. |
| Budget Date | Budget Date is used as the posting date for the line in the Project Ledger. |
| Last Repetition Date | Specifies the final date the line information will be posted to the Project Ledger. |
Update Budget from the Scheduled Billing
When all Billing lines are set up, choose Update Budget. This automatically transfers the Budget amounts and updates the Scheduled Billing Budget - Price (LCY) field on the Task line. The total for the Billings can be seen in Project Statistics as Payments.
Click OK once you receive a message "Budget updated". The Scheduled Billing Budget - Price (LCY) field for each Task in the Project Plan updates with the amounts from the Scheduled Billing lines.
- When a Milestone is finished and the Scheduled Billing is posted, an update is sent to the Invoice Suggestion process, which creates an entry allowing the Scheduled Billing to be invoiced. For more information on Invoice Suggestion functionality see Invoice Suggestion
Important
A Scheduled Billing, linked to a Milestone, cannot be posted for invoicing 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.
Percent Complete
The system calculates the Percent Complete by Project or Task and 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 accessed from 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 be edited on the Project Card or individual Task Card in the Invoicing FastTab.
On the Project Card, Invoicing FastTab for % Complete Billing set the options to enable or disable:
| Field Name | Description |
|---|---|
| Use Percent Complete Billing |
Select the Boolean to make the following fields available. |
| Resources % Complete | If enabled, Resource Usage is included in the Percent Complete calculation for billing. |
| Item % Complete | If enabled, Item Usage is included in the Percent Complete calculation for billing. |
| Expenses % Complete | If enabled, Expense Usage is included in the Percent Complete calculation for billing. |
| NOTE: 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 for calculating Percent Complete. |
| % Complete Billing Level | Select the billing level for Percent Complete billing. |
| Project Summary | Requires you to specify a Percent 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 a Percent Complete Task be entered and Budget Entries are required to calculate the Contract Amount. |
| Task Summary | Specifies a Contract Amount that can be entered for each Task, otherwise, if left blank, 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 calculations and the amount to be billed.
The Percent Complete Billing Page can be accessed from the Role Center > Processing > Billing > Percent Complete Billing. This allows reviewing Percent Complete billings for all Projects. To review one Project, use a filter to specify the Project No.
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.
Important
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 % Complete page. Other filters may be added, such as Task Code, Customer No., Project Manager and Billing Level.
Click OK.
Click OK to the message: "Percent Complete Billing is Calculated".
Review the calculation:
Field Name Description 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 Task number information for this line. % Compl. Billing Level Specifies the Percent Complete Billing Level for this line. Options: Project Summary, Project Detail, Task Summary, or Task Detail. % 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 Usage Type: 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 Resource 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 Percent 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 Percent Complete based on Quantity. Budget Total (LCY) Specifies the Budget Total, in local currency, for the Task associated with the Percent Complete billing line (based on resource/expense/item Percent Complete selection on the Task). This value is used to calculate the Percent Complete if the Project has the Percent Complete based on Cost. 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 Percent Complete selection on the Task. This value is used to calculate the Percent Complete if the Project has the Percent 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 Percent Complete basis, Cost or Quantity, for the Project. Total (LCY) Specifies the % Complete Total value, in local currency, times the Contract Amount. % Complete Prior Specifies the Percentage used for this line for previous invoicing Total Percent Complete Override Specifies the Percentage used as a manual Override for the calculated Percent Complete. Prior Invoiced (LCY) Specifies the total amount, in local currency, 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 Complete Total field for this invoice has been manually changed. To be invoiced (LCY) Specifies the current amount, in local currency, to be invoiced based on the % Completed this Invoice. Retention % Specifies the Retention Percentage, if any, from the Project/Task Invoicing FastTab. Retention Amount (LCY) Shows the calculated Retention Amount, in local currency, for the current billing. Created Document No. Specifies the Invoice Number created when the Generate % Complete Invoice process is run. Note
If the % Complete Override option was enabled on the Project or Task Card, the Percentage Complete amount that is calculated can be edited.
Go to Project No. field and click on the ellipsis. Select More. Mark all the lines to be included on the invoice.
Note
If Task Detail is the Percent Complete 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 the calculation process from the beginning.
Select Preview to see the invoice to be sent to the customer accompanied by the Summary Invoice.
Post the Sales Invoice using regular posting procedures.
Tip
Calculations are based on a fixed Contract Amount on the Project/Task Card or a Budget price.
Training Videos - Percent Complete
For more information on setting up and processing Percent Complete invoices, see:
Percent Complete Billing - Part 1 - Overview, Setup & Configuration
Percent Complete Billing - Part 2 - Calculating and Printing Percent Complete Invoices
How transactions are marked as available for billing
| Field Name | Description |
|---|---|
| Chargeable |
Transactions in the system are available for invoicing based on the Chargeable field on the transaction line in the Project Ledger, or the Invoice Suggestion page. If selected, the transaction will be included in billing (both Fixed Price and Time and Material Projects). If Chargeable is deselected, it is not included for billing. This field can be modified during the invoicing process to appropriately handle a specific transaction. |
| Open | 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 posted on a Sales Invoice, the Open field is automatically deselected by the invoicing process. |
| Remaining Amount | Each transaction has a Remaining Amount field. This field can be viewed on the Invoice Suggestions or Sales Invoices but can be viewed in the Project Ledger. 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 used when creating Sales and Project invoices for Items, Expenses, Scheduled Billings, Resources, and Resource Groups. It is possible to define a fixed heading or text between invoice lines by using the type of Heading. Invoice entries can be grouped or printed in detail. Each Project being billed 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 Setup Template.
Invoice Setup - Template Lines
For information on how to produce Invoice Setup Templates for Project or Contract invoicing, see: Create Invoice Setup Templates.
Invoice Suggestion
Individual, Billable, Project Ledger Entries can be reviewed on the Invoice Suggestion List page for the Project. Invoice Suggestions for all Projects are available from the Role Center:
Processing > Billing > Invoice Suggestion List or Invoice Suggestion List Filtered.
Invoice Suggestions for a specific Project:
Navigate to the Projects List and select the Project.
Choose Billing >Invoice Suggestion.
Invoice Suggestion – General FastTab
The General FastTab in Invoice Suggestion provides general information about the Project being viewed:
Note
The following 2 fields (Global Dimension 1, or Global Dimension 2) are only displayed if Progressus Multi-Company is activated. For more information, see: MEM and Progressus Multi-Company Integration Documentation
| Field Name | Description |
|---|---|
| Global Dimension 1 |
Specifies the code for Global Dimension 1. |
| Bill-to Customer No. | Specifies the code used to identify the Customer to whom the invoice is sent. |
| Bill-to Name | Specifies the Name of the Customer to whom the invoice is sent. |
| Project Manager | Specifies the number, code of the Resource assigned to oversee the job. |
| Invoice Setup Created | Specifies, if yes/true, that the Invoice Setup for the Project is created. |
| Approved | Used to set the status for all or selected Invoice Suggestion lines. Specifies, if true, the lines are approved, if false, the lines are unapproved. |
Invoice Suggestion – Invoice Suggestion Lines FastTab
Entries available for invoicing are listed in the Invoice Suggestion Lines.
Transactions are listed on this page if the Project Ledger Entry is Open and Chargeable and there is a value in Remaining Amount.
On the Invoice Suggestion Lines each transaction to be billed has Approved checked. Project Managers can approve the transactions lines individually, or designate all as approved, by setting the Approved Boolean value to on/true in the General FastTab.
| Field Name | Description |
|---|---|
| Type |
Specifies the type of Project Ledger Entry this will be Resource, Expense, Payment, or Item. |
| Project Task No. | Specifies a code for distinctive work that is done for a job. |
| No. | Specifies an identifier, such as name or number, for the Type. This is for the Resource, Item, or GL Account (GL Account is either an Expense or a Scheduled Billing). |
| Posting Date | Specifies the posting date of the line data. |
| Created Document No. | Specifies the unposted Sales Invoice Number for the line. If an invoice is created, the line is not editable. |
| Postpone to Date | Specifies the date that will be used as the Posting Date for the Sales Invoice. For more information, see: Postpone. |
| Description | Specifies information about the transaction. This is information from the Project Ledger Entry and can be alpha numeric. |
| 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 is Billable |
| Approved | Specifies, if true, that the entry has been accepted for invoicing. |
| Hide in Spec | Specifies that this line will not be printed in the Invoice Resource Specification information. |
| Close Line | Specifies, if selected, that any remaining balance should be written off and the line closed. |
| Quantity | Specifies the number of units from the Project Ledger entry. |
| Quantity to Invoice | Specifies the number of units that will go to the Sales Invoice. |
| Qty. Posted Invoice | Specifies the number of units posted to an invoice. |
| Qty. Unposted Order/Invoice | Specifies the unposted number of units to bill. |
| Quantity Unposted Credit Memo | Specifies the unposted number of units to credit. |
| Remaining Quantity | unbilled number of units that may or may not be invoiced. |
| Unit Price to Invoice | Specifies the amount for a single unit that will be used for billing on the Invoice. |
| Unit Price (LCY) to Invoice | Specifies the amount for a single unit, in local currency, that will be used for billing on the Invoice. |
| Total Price to Invoice | Specifies the amount for all units calculated as Unit Price times Quantity. |
| Total Price to Inv. (LCY) | Specifies the amount for all units, in local currency, calculated as Unit Price times Quantity. |
| Remaining Amount | Specifies the unbilled amount for units that may or may not be invoiced. |
| Remaining Amount (LCY) | Specifies the unbilled amount for units, in local currency, that may or may not be invoiced. |
| Invoices Exist | Specifies, if Yes, that an invoice has been created and can be viewed by clicking in the field. The system will display the unposted Sales Invoice/Credit Memo for the line. |
Important
If Only one invoice per customer option is selected 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 exists, the setup that is used for the created invoices is the setup for the first Project alphabetically.
Invoice Suggestion Lines - Options
The selections on the Invoice Suggestion Lines ribbon provide a quick way to do mass updates to Invoice Suggestion Lines, such as setting them to closed or changing the Chargeable or Approved Status on multiple lines at one time.
Manage
| Option | Description |
|---|---|
| Comments | Use the Comments field to view or add notations to billing lines. |
Chargeable
| Option | Description |
|---|---|
| Chargeable > Unselect Chargeable |
Use Chargeable > Unselect Chargeable option to remove the checkmark in the Chargeable field on selected lines in the Invoice Suggestion Lines grid, , making the entries non-chargeable and removing them from the Lines. They can be viewed by navigating to the Related Information >Non-Chargeable Entries page. |
Approved
| Field Name | Description |
|---|---|
| **Approved > Select Approved |
Use this option to set the Approved field to True on selected lines in the Invoice Suggestion Lines grid. Entries marked as Approved are included on invoices when the process Create Invoice is run. Note: Type (Resource, Item, or GL Account) must be included in the Invoice Setup. |
| Approved tab > Unselect Approved | Use this option to set the Approved field to False on selected lines in the Invoice Suggestion Lines grid. Entries not Approved are not included on invoices when the process Create Invoice is run. |
Hide in Spec
Hide in Spec denotes detail information for selected lines will not be printed in the Invoice Resource Specification. See: Invoice Specifications Setup
| Option | Description |
|---|---|
| Hide in Spec | Specifies, if true, details for the entry will not be on the Specifications Report for the invoice. If False, detail information will be on the report. |
Close Line
| Option | Description |
|---|---|
| Close line | This feature allows the user 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 or by using the Close Lines function. 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.
Uncheck Chargeable.
Use Move Entries with Audit.
Apply and Close. Configure Apply and Close setup 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.
- Apply and Close (Project) is selected on the Sales Invoice line.
- For more information on the Apply and Close When settings, see: Project Setup - Management FastTab
Important
The Close Invoice Line can only be used 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
Option 1:
Invoice Suggestions > Home > Close Invoice Lines. Select the transaction lines from the Invoice Suggestion Lines section of the page by placing the cursor on the line to be invoiced, 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 Home > Close Invoice Lines.
Select Yes to the message "Are you sure you want to close the selected lines?"
Option 2:
Use the Invoice Suggestions process to write off partial quantities. Multiple lines can be closed at the same time, whether or not an invoice is being created 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 the Invoice Suggestion process is run, a Write-off transaction is created in the Project Ledger. The write-off entries and original usage/sales entries are applied and closed. Option 3:
If the line is not being invoiced (just closed), after selecting Close Line, choose Home > Close Invoice Lines.
Project Ledger Entries
To close lines in Project Ledger Entries, select the transaction lines to close by placing the 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?"
Note
The Open checkbox is not selected for each line closed.
To see the Write-off transaction, highlight the entry that was closed and then select Related > Navigate > Show Detailed Ledger Entries. A negative quantity displays 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.
Note
Once a line is closed, it cannot be reopened. An adjustment would need to be created.
Tip
Close Line is not allowed on Scheduled Billing lines. For these transactions, a negative line must be created in Scheduled Billing so that WIP can calculate correctly on the full amount.
Closed by Date
If a line is closed due to the full invoice of a transaction, the Closed by Date Line will be the Invoice Date.
If the line being closed is for a partial amount on an invoice the Closed by Date will be the Posting Date from the Sales Invoice.
If the Invoice Suggestions or Project Ledger Entries > Close Invoice Lines process is run for the full quantity on a transaction, without invoicing, the Closed by Date will be 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 Closed by Date will be the Work Date.
If the Move Entries with Audit process is run, the Closed by 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 the Closed by Date on the original Project Ledger Entry, Date Selection: Original Posting Date or New Posting Date, (user-entered date). 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 the Closed by Date on the original Project Ledger Entry, 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.
Postpone
Use the Postpone selection to delay invoicing a selected line, to a specified date, different than the Posting Date. When Postpone > Postpone is selected, the Postpone Project Ledger Entries page opens.
| Option | Description |
|---|---|
| Postpone to Date |
Specifies a date, equal to or greater than the Posting Date of the Project Ledger Entry, which results in the billing line not being available to Invoice until that date.. |
| Postpone Formula | Specifies the formula for the number of days or months to postpone the billing of this line. For example, to delay all selected usage entries to 1 month from the current Postpone to Date, enter +1M Filters can be added to narrow the scope of the results included in the Postpone action. |
Tip
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 value.
Important
The Postpone to Date cannot be set to earlier than the Project Ledger Entry 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.
| Field Name | Description |
|---|---|
| Revert Postpone Date |
Use the Postpone > Revert Postpone Date to change the current Postpone to Date back to the original Postpone to Date for selected lines. |
Actions
| Option | Description |
|---|---|
| Attachment | Use the Attachments field to add external documents to billing lines. |
| Recalculate Quantity to Invoice | Use to reset the Quantity to Invoice to the original amount if it has been changed for invoicing. |
Ribbon Options
Home
| Option | Description |
|---|---|
| Create Invoice |
Use Create Invoice to generate invoices from the selected billing lines in the Invoice Suggestion Lines. |
| Close Invoice Lines | Use Close Invoice Lines to close selected billing lines from the Invoice Suggestion Lines. |
Resource Prices
For information on Resource Prices, see: Set up Resource Prices
Resource Costs
For information on Resource Costs, see: Set up Resource Costs
Expense Prices
For information on Expenses Prices, see: Project Expense Prices
Related Information
| Option | Description |
|---|---|
| Resource Prices |
For information on Resource Prices, see: Set up Resource Prices |
| Resource Costs | For information on Resource Costs, see: Set up Resource Costs |
| Expense Prices | For information on Expenses Prices, see: Project Expense Prices |
| Invoice Setup | For information on Invoice Setup, see: Invoice Setup Template |
Cost FastTab
Cost FastTab provides summary amounts for Resource Usage Cost, Item Usage Cost, Expense Usage Cost and Total Usage Cost.
| Field Name | Description |
|---|---|
| Usage Cost: |
|
| Resource Usage Cost: Specifies the summary amount for Resource Cost - Usage transactions. | |
| Item Usage Cost: Specifies the summary amount for Item Cost - Usage transactions. | |
| Expense Usage Cost: Specifies the summary amount for Expense Cost - Usage transactions. | |
| Total Usage Cost Specifies the summary amount for Total Cost - Usage transactions. | |
| Budget Cost | |
| Resource Usage Cost: Specifies the summary amount for Resource Budget transactions. | |
| Item Usage Cost: Specifies the summary amount for Item Budget transactions. | |
| Expense Usage Cost: Specifies the summary amount for Expense Budget transactions. | |
| Total Usage Cost: Specifies the summary amount for Total Budget transactions. | |
| Balance | |
| Resource Usage Cost: Specifies the difference between Resource Usage and Resource Budget transactions. | |
| Item Usage Cost: Specifies the difference between Item Usage and Item Budget transactions. | |
| Expense Usage Cost: Specifies the difference between Expense Usage and Expense Budget transactions. | |
| Total Usage Cost: Specifies the difference between the Total Usage and Total Budget transactions. |
Invoice FastTab
Invoice FastTab provides a summary of Payments, (Scheduled Billings), Resources, Items, Expenses, and Totals, broken down by:
| Field Name | Description |
|---|---|
| Project Turnover |
Specifies the summary amount for lines that are usage transactions with the Chargeable box checked. |
| Invoiced | Specifies the summary amount for previously billed transactions. |
| Suggestion | Specifies the summary amount for Invoice Suggestion lines that are open and chargeable. |
| Rem. Amount | Specifies the remaining amount from the Project Ledger Entry that was not included on an invoice. This amount may be billed at a future date or a write-off done and the line closed, removing it from the Invoice Suggestions. |
| Retention Amount | Specifies the amount withheld from an invoice until a Project, Task or Milestone is complete, , or until a specific date, at which time the amount will be invoiced. |
Approved FastTab
| Field Name | Description |
|---|---|
| Approved Amount | Specifies amount approved in Invoice Suggestion Lines FastTab. |
| Not Approved Amount | Specifies amount not approved in Invoice Suggestion Lines FastTab. |
Non-Chargeable Entries
The Non-Chargeable Entries page contains all transactions that are no longer marked as chargeable. If a transaction is displayed in Invoice Suggestion lines 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.
Invoiced Entries
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 approved entries being invoiced, broken down by Resources, Expenses, Items, Schedule Billing, and Retention.
How to create Project Invoices
There are several different ways to create Project invoices. Billing options can be accessed through the Role Center, from a specific Project , or Project Plan.
Options:
- Role Center > Invoicing > Sales Invoice
- Role Center > Invoicing > Subscription Orders
- Role Center > Contracts > Contracts > Billing
- Role Center > Processing > Billing > Scheduled Billings
- Role Center > Activities > Retention Invoicing
- Role Center > Invoicing (Tile) > Invoice Suggestions
Create Project Invoices
Create Project Invoices is available from the Role Center > Processing > Billing > Create Project Invoices or Invoice Suggestion List. It is also available from the Projects List, the Project Plan, or the Project Card > Billing > Create Project Invoices.
The Create Project Invoices page allows additional filters to be added to generate the invoice as required. Invoices can be split based on Usage Type and Customer. When the Create Project Invoices page is not accessed from a specific Project, and a filter is not selected, invoices for all Projects are created.
If you have designated on the Project or Task to 'Use Posted Currency' the process may result in multiple invoices. For instance, if one transaction line is USD and another transaction line is CAD, then USD and CAD invoices will be created separately.
Note
If Project Setup, Use Invoice Currency Code is selected, the invoice will be created in that currency.
| Field Name | Description |
|---|---|
| Usage |
The Usage section designates which type of entries are to be included on the invoice: Resources, Item, Expenses, etc. All is the default. If All is deselected, the user can select or deselect Entry Types. If deselected, the Entry Type will not be included on the invoice. |
| All: Specifies, if selected (true), to include all entries on the invoice. | |
| Scheduled Billings: Specifies, if selected (true), to include Scheduled Billings Invoice entries. | |
| Resource: Specifies, if selected (true), to include Resource entries. | |
| Items: Specifies, if selected (true), to include Items entries. | |
| Expenses: Specifies, if selected (true), to include Expense entries. | |
| Charge Specified Customer | The Charge Specified Customer section can be used to invoice the Usage entries to each customer connected to the Project Entries. For example, if there are two posted Project Entries to two different Customers, the system will create two invoices – one to each Customer. |
| All: Specifies, if selected (true), to include all entries on the invoice. | |
| Scheduled Billings: Specifies, if selected (true) to include Scheduled Billings entries on the invoice. | |
| Resource: Specifies, if selected (true) to include Resource entries on the invoice. | |
| Items: Specifies, if selected (true) to include Items entries. | |
| Expenses: Specifies, if selected (true) to include Expense entries. | |
| Miscellaneous | The Miscellaneous section allows additional options for filtering which Project entries are included when using Create Project Invoices. |
Tip
For more information on Invoice Resource Specifications report and setup, see: Invoice Resource Specifications Setup
| Headings with resource specifications: If selected (true), specifies that Headings with Resource Specifications will be included in the invoice. |
|
| 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. For example, if the quantity is 5 on the invoice, the line can be modified to quantity of 3. The remaining 2 units will be available on the Invoice Suggestions page for the next invoicing cycle. The remaining 2 units can be closed if the 'Apply and Close (Project)' box is checked for that transaction line. Apply and Close can be processed as part of the Create Invoice or separately from the ribbon.
The invoice can be deleted prior to posting. If deleted, 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 the Invoice Creation process re-run as needed.
Change PM Sales Invoice Lines: If an invoice is created using Group by or Compression (example - Date Compression by Week), the Sales Invoice lines PM Group check box will be selected. This indicates that there are underlying individual entries.
The line can be viewed or modified by selecting Line > Related Information > PM Line Entries.
Note
The posted Sales Invoice closes the Project Ledger Entry if the sales price is higher than or equal to the remaining amount on the Project Ledger Entry. It can, however, be closed regardless of remaining amount by using the Apply and Close (Job) or Close Line function. For more information, see: Project Setup > Management FastTab > Apply and Close When
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 FastTab.
Populate any other fields in the General FastTab information as appropriate.
Navigate to Actions >Functions > Other > Get Project Usage.
On the Get Project Usage page, select options and filters to use to retrieve Project Usage for invoicing: All, or one or more specific Types (i.e., Scheduled Billings, Resource, Items, Expenses). Expand the Filter: Project section and choose a (Project) No. If the Project No. is not populated, all Projects’ usage will be added to the invoice.
Select OK. Chargeable, open, posted entries for the specified Project will import to the sales lines.
Important
If Use Customer Split (located on the Project Card > Invoicing FastTab) has been selected, Create Project Invoices must be used to generate invoices. For more information on Customer Split Billing, see: How to create a Project Card, Customer Split Billing.
Calculate Sales Retention
Sales Retention is an amount calculated as a percentage of a Sales Invoice line, which the customer can withhold from a payment. This is often done to ensure the customer's satisfaction with a Project or Task before they make final payment.
Sales Retention can be set up on the Project Card, the Customer Card, the Contract Card, the Sales Invoice, and the Task Card. Subcontract also has a field for Retention % on the Detail Lines.
To manually add Sales Retention on a Sales Invoice:
Create the Sales Invoice.
Enter a value in the Retention % field on the affected sales lines. For grouped lines the percentage must be added to the PM Lines.
After entering the Retention %, select Actions > Functions > Calculate Retention.
A new line with a description of "Retention For:..." is added to the Sales Invoice displaying the retention percentage entered and 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.
Retention Invoicing
The retention amounts 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 and Activities > Retention Invoicing.
Important
It is important to note that there are two different types of retention. This article covers Sales Retention withheld from a customer's invoice and billed later. Subcontractor Retention is 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: Filters are available to narrow the displayed results.
- Customer No.
- Project No.
- Start Date
- End Date
Sales Retention Lines: Place the cursor on the transaction line to invoice, or for more than one entry, click on the ellipsis and choose Select More. Then, click on the circle next to each line for billing.
Posting Date Specifies the date the retention line was posted. Created Document No. Specifies the Sales Invoice number for the Retention after the Create Invoice process. 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 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 when the Sales Invoice is created. Quantity Specifies the default quantity of one. It is not affected by the quantity on the sales line associated with the Retention. Line Amount Specifies the Retention amount for the invoice. Select Create Invoice from the menu.
The Created Sales Documents page, showing the Sales Invoice No. will open.
Click Close.
Created Sales Documents New page opens, Click Show Document to view and post or delete the Sales Invoice.
After taking action on the Sales Invoice, return to the Retention Invoicing page. The page may be filtered. Exit and reopen to see all Retention lines.
Invoicing Contracts
If several Projects are linked to a Contract, the system can generate one invoice that includes data from the Projects. For more information on Contracts, see: Contracts module
This process is initiated from Contracts > Contracts > Billing > Create Invoice. The Contract Invoice Setup Template must be completed before the Contract Invoice can be created.
Important
For more information on Contract Invoice Setup Templates, see: Invoice Setup Templates for Projects and Contracts
Similar filter options are available as with the Create Project Invoices page. The functionality is the same as invoicing from an individual Project with grouping, compression, etc. Invoices can be generated using the individual Project invoicing page rather than using the Contract. If Project invoicing is used, each Project linked to the Contract will have a separate invoice. This functionality is beneficial if the purpose for using the Contract is related to tracking budgets and costs instead of billing Projects together.
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: Progressus Currency Hierarchy
How to post Sales invoices
When the Sales invoice is posted, the Usage line in the Project Ledger 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?". The posted invoice can be viewed 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, the Project must be updated to have a Status of Completed, then, clear any WIP that has been posted to the General Ledger. For information on WIP methods, see: Understanding WIP Methods
Hour Bank Billing
The Hour 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.
Video
Progressus Hour Bank Overview - This video provides an overview of Hour Banks, along with the configuration, setup, and processing of Hour Bank transactions.
Set up the Hour Bank feature
Navigate to the Role Center > Actions > Setup > Project Setup > Project Setup.
Expand Hour Bank FastTab.
| Field Name | Description |
|---|---|
| Hour Bank Nos. |
Specifies the No. Series to use for Hour Bank. |
| 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 or amount is consumed against the Hour Bank via posted Timesheet Entry or Time Journal entries. |
Set up 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
Create an Hour Bank for a Customer Project
- Use the
icon to navigate to the Hour Bank List. - From the List ribbon select +New.
Hour Bank General FastTab
| Field Name | Description |
|---|---|
| No. | Specifies a unique alpha-numeric identifier for information relating to a customer prepayment. |
| 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. |
Posting FastTab
| Field Name | Description |
|---|---|
| Customer No. |
Specifies the Customer Number for the Project to which the Hour Bank is connected. |
| Customer Name | Specifies the name associated with the Customer Number for the Project to which the Hour Bank is connected. |
Entries
Ledger Entries: Specifies Sales and Usage information posted to the Project Ledger. For more information on Project Ledger Entries, see: Project Ledger Entries
Detail Ledger Entries: Specifies Sales and Usage information posted to the Project Detailed Ledger and the application of those entries to the Hour Bank.
| Field Name | Description |
|---|---|
| Entry Type |
Specifies the type of entry: |
| - Sale indicates the entry was created by a sales transaction. | |
| - Usage indicates the entry was created by a time transaction. | |
| - Application indicates an entry created during the application of a Usage entry against a Sale entry. | |
| Posting Date | Specifies the date when the entry was posted. |
| Document Type | Specifies the kind of document which created the entry. Example: Timesheet, Invoice |
| Document No. | Specifies the document number associated with the entry. |
| Quantity | Specifies the number of units of the entry. |
| Quantity (Base) | Specifies the quantity of the entry expressed in its base unit of measure. |
| Unit of Measure Code | Specifies the quantity of the entry based on the primary unit used for measurement (Unit of Measure). |
| Qty. per Unit of Measure | Specifies the amount or number of items, material, or substance that corresponds to a single unit used for measurement. |
| Currency Code | Specifies the currency code of this entry |
| Amount | Specifies the entry amount, before discount, of the entry. |
| Discount | Specifies the applicable discount amount that for this hour bank entry. |
| Net Amount | Specifies the net amount of the entry, which is the Amount minus any applicable Discount. |
| Amount (LCY) | Specifies the entry Amount in the local Currency, prior to applying any Discounts. |
| Discount (LCY) | Specifies the applicable Discount amount, in local currency, for this Hour Bank entry. |
| Net Amount (LCY) | Specifies the Net amount of the entry, in local currency. |
| Initial Entry Global Dim. 1 | Specifies the initial entry Global Dimension 1 Code. |
| Initial Entry Global Dim. 2 | Specifies the initial entry Global Dimension 2 Code. |
| Posted to G/L | Specifies, if selected (true) that this entry has been posted to G/L. |
| Entry No. | Specifies the unique Entry Number of the entry. |
| Hour Bank Ledger Entry No. | Specifies the Hour Bank Ledger Entry Number for this entry. |
| Applied-to Leger Entry No. | Specifies the Hour Bank Ledger Entry Number to which this entry is applied. |
Related Information
To determine which of the Customer's existing Projects are included in the banked hours, select Related Information > Valid Projects. There is no limitation on using the hours for one Project. The hours can be used on multiple Projects.
Note
Multiple Hour Banks may be used for one Project.
Hour Bank Valid Projects
Click New to add a Project to Hour Bank Valid Projects.
| Field Name | Description |
|---|---|
| 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 when the Project selected is used in a Timesheet Entry, the Hour Bank No. field will default to this House Bank value. |
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 look up the Customer Name for the Project connected to the Hour Bank.
In the Lines grid, change Type to Resource.
Select a Resource 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.
Tip
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.
Field Name Description 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.
Finish the invoice by selecting Post > Post from the ribbon.
To view the update to the Hour Bank for the Sales Invoice, navigate to the Hour Bank List, and select the Hour Bank used in the Sales Invoice. The General FastTab displays the remaining quantity and balances. The Hour Bank Fact Box also displays the original hours banked and the remaining quantity.
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 the 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.
Using Quantity or Amount from an Hour Bank
Navigate to Timesheet Entry in the Role Center.
Tip
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 a quantity to deduct from the Hour Bank,. Depending on how you set up the Hour Bank Type, either the quantity or amount for the quantity will be deducted from the Hour Bank balance.
Submit, approve, and post the Timesheet and resulting Project Ledger Entries.
Hour Bank Post GL
Each time a Sales Invoice or 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 for the Hour Bank.
To view the update, navigate to Hour Bank List, select the Hour Bank used. The General FastTab displays the remaining quantity and balances. The Hour Bank FactBox also displays the original hours banked, and the remaining hours or amount.
Hour Banks and Contracts
Hour Banks are only available to be used directly with Projects, not with Contracts. If an Hour Bank is intended for use with a Contract, associate the Hour Bank with the Projects that will be added to the Contract by using Related Information. The Hour Bank Sales Invoice that is created for the Project will include the Hour Bank Number.