Invoice Editor MP - Invoice Tab

The Invoice tab is where you enter billing data, view a summary of billable items, manage approvals, and set your template.

The Topic of the Day: Invoicing webinar is a great resource to learn all about creating invoices on Projector Management Portal.

This form is reached by opening an invoice from the Invoices tab.

Permissions and Settings

The checkboxes for Finance, Project Management, and Management approval are governed by the rules outlined on the Invoicing help page.

The Manage button for invoice templates is available to users with the global permission Invoice Templates set to Update.

Project Managers can edit the following fields when they are PM on all projects on the invoice.

Billing Information
Billing Instructions
Client Message
Purchase Order Number
Invoice Template
Invoice by hour or day

Fields

The invoice tab is broken up into four major areas. The following four sections describe each of these areas.

Invoice Status

This section of the form displays the overall invoice status and current approval status of the invoice.

Field

Description

Status

In the top left you will see one of four status'. Draft, Approved, Issued or Paid. Please see the Invoice Browser for a more in depth explanation of these status'.

Current invoice approvals

Shows a summary of the approval status for finance, project manager and management. You will not be able to issue this invoice until all three are checked. A checkbox may be disabled if:

You do not have permission to grant that particular approval
One or more adjustments are awaiting approval
The invoice does not require management approval

To view a list of potential approvers press the Show Approvers button. The Permissions section discusses how approvers are defined.
Management approval threshold calculation includes only the on-invoice adjustment (i.e. no pre-invoice adjustment) and original value of time or cost cards.

Invoice Information

These settings affect how the printable invoice is rendered and when the invoice hits your accounting system.

Field	Description
Invoice Name	The invoice name is autopopulated, but can be manually renamed while still in draft mode. The autopopulated name is derived from two other settings in Projector. The first is the engagement billing setting, Create an Invoice for Each. This setting allows you to group billable items together by Client, PO#, Engagement, or Project. This setting is then combined with the Account Settings Editor to determine the name format. Please see the account settings editor documentation for information on how you can tailor the name to suit your organizational needs.
Payment Terms	Choose a payment term for this invoice. See the section on Payment Terms for more information.
Invoice Date	This date is used to determine the accounting period that the invoice issue transaction will be placed in when it is queued for transmission to the accounting system. You may set the date manually, or otherwise it will be set to the date that the invoice is issued. This date is also used as the start date for payment terms, such as net 30.
Accounting Period	Only available if Allow user to override accounting period on invoices is checked on the Billing tab in System Settings. Used to select the desired accounting period for associated AR transactions related to this invoice. Only accounting periods open for AR are available in this list.
Invoicing Culture	This setting affects how the invoice will be rendered. Projector provides a predetermined list based upon the invoice's currency. For example, the Euro is used for a number of different countries. Each country would show long dates in their own language. Or some countries use periods for digit groupings vs commas. This setting ensures that your invoice is rendered properly for your target audience. There is a big difference between an invoice Pay By date of 01/10/2012 from 10/01/2012 depending on where you live!
Invoice Time by the	Choose whether to bill by the hour or by the day. See Hourly vs. Daily Billing for more information.
Invoice template	The style of printed invoice to use. For more information on templates see Invoice Templates
Manage	Opens the Invoice Template Manager. From here you can enable or disable invoice templates, rename them or edit them.
Time gross amount	Only available when Template is set to a Legacy Invoice Template Gross amounts are only useful when used in conjunction with a discount invoice. Choose one of the options from the drop-down menu: Standard Revenue – Gross value at standard rates. The standard rate is the cost center's rate card. The cost center is set on the engagement. Contract Revenue – Gross value at contract rates. The contract rate is determined by your choices on the Project Rates Tab. The contract rate is the rate in the Rate Card column plus any modifications due to the discount % field. Adjusted Revenue – The value after pre-invoicing and invoicing adjustments (the amount that will actually be charged to the client). This is typically chosen if you want to use a discount invoice to show discounted costs, but don't want to show written up time.
Cost gross amount	Gross amounts are only useful when used in conjunction with a discount invoice. Choose one of the options from the drop-down menu: Client Amount – The value after pre-invoicing and invoicing adjustments (the amount that will actually be charged to the client). This is typically chosen if you want to use a discount invoice to show discounted time, but don't want to show written up costs. Disbursed Amount – The amount the employee was actually reimbursed, prior to adjustments or markups.
Invoice Preview Preferences	Only available when Template is set to a Legacy Invoice Template Decide whether you want your invoice in Portrait or Landscape and Letter or A4 sized.

Financial Summary

The financial summary shows a nice wrap up of all the billable items on this invoice. You can see how much the client owes for time, cost, milestones, taxes and totals. For a more detailed explanation see the grid below.

Field	Description
Time	The client amount of all time cards on this invoice. To view details visit the time card review tab.
Cost	The client amount of all cost cards on this invoice. To view details visit the cost card review tab.
Milestone payments	Client amount for milestone, as specified on the Milestones tab
Taxes	Choose a tax type to apply to this invoice. Projector will compute the amount.
Gross invoice amount	The client total of time, cost, milestones and taxes
Prepayments	For each contract line item (CLI) on this invoice, a row is shown along with the Available Balance. Prepayment balances are per CLI and cannot be used to cover other engagements. T&M / NTE - The balance can be used to pay all or a portion of the invoice. Enter an amount in the Applied Prepayment field to do this. This applied prepayment amount may not exceed the available balance or the invoice total. To create a prepayment balance, see our Prepayment Invoices article. FP - For Fixed Price contracts this area isn't used. It merely reflects your deferred revenue balance based on revenue recognized and invoiced milestones up to the invoice date. If you see a negative balance here, it is because recognized revenue exceeds invoiced milestones. The descriptors above apply in most cases. The one case where it ends up not being completely accurate is when you run revenue recognition on a T&M or NTE engagement. In these cases, the revenue recognition process is going to alter your deferred revenue balance. So you may see a prepayment balance due to rev rec or even a negative prepayment balance if your revenue recognition exceeds your invoiced time cards.
Net invoice amount	The grand total of the invoice and the amount the client is expected to pay

Billing Information

The billing information on an invoice is autopopulated from the engagement billing tab which in turn is autopopulated based on the client editor. This information can be edited on a per invoice basis.

Field	Description
Address information	The address details that will appear on the invoice
Billing instructions	Optional workflow Instructions to people within your organization regarding this invoice. These instructions will not appear on the invoice. One thousand character limit.
Client message	Optional message to the client that will be printed on the invoice. This is a rich text field, which means that you can cut and paste in from Microsoft Word and the printed invoice will retain the custom formatting. The field does not look like it is styled, but it is. To stop the field from being rich text you must delete all characters and save the invoice. You can now type in plain text in the field. Four thousand character limit.
Purchase Order Number	Enables you to associate an optional PO number with this invoice

Client, Engagement, Project Information

Here we display a roll up of all engagements and projects on this invoice.

Field	Description
Client, Engagement, Project Information	The bolded Client, Engagement, or Project will indicate the invoice scope. If none are bolded then this is a PO level invoice. The grid will show one row for each engagement that can be included on this invoice, regardless of whether that engagement currently has any time, cost or milestones on this invoice.

Receipts on Invoices

You can include receipts on invoices by checking the Include Receipts when creating PDF invoices checkbox.

Only attached receipts of the following file formats can be rendered:

pdf
jpg
png
bmp
gif
tif

Unsupported formats will render with an error page instead.

Each receipt will be attached at the end of the invoice. At the top of the page Projector displays the invoice number and receipt page number. Projector attempts to keep your receipts as close to how they were originally uploaded as possible. The only case where Projector will alter a receipt is to scale down a large receipt to fit on a single invoice page. Receipts will not be rotated or scaled at any other time. If you want to have your receipts displayed in a specific manner then they should be modified before being uploaded to the Projector servers.

Invoice File Formats

Invoices can be created in PDF, Excel or CSV format. Projector recommends using PDF for the most visually accurate invoice rendering.