Preview a project invoice

Use the Preview option of the Generate Invoices page to review and generate invoices for a particular customer or project.

About previewing a project invoice

You can do the following when you preview a project invoice:

• View which transactions have been paid or approved. For example, you can now see the payment state for employee expenses and Accounts Payable bills before you generate a project invoice for those transactions.
• Verify billable items and amounts, and deselect any items that you do not want to invoice now.
• See the breakdown of billable items into credit card transactions, timesheet entries, employee expenses, Accounts Payable expenses, Purchasing transactions, and Order Entry transactions.
• Make changes to the invoice settings, such as the transaction date, due date, and other options.
• Create a draft invoice.
• Review source document and its attachments for each billable line.
• Create an invoice.

How to preview a project invoice

1. Access Preview for a project invoice in one of the following ways:
   • Business users: go to Projects > All > Invoices > Generate Invoices, and select Preview at the top of the page.
   • Project managers: go to Projects > All > Invoices > Preview.
   If you do not see the Generate Invoices or Pre-Bill Report option on the Projects menu, see your administrator to add it to your application. If you use a Global Consolidation company (IGC), select an entity in your company to see the Generate Invoices menu option.
2. On the Invoicing options tab, select an invoice template (transaction definition) and, if required, a currency. Project contracts do not use billing templates to calculate the billing amount automatically based on milestones or percent complete from the project or project task.
3. For project contracts, select the invoice template and billing through date for the project contract line to include only cost entries through this date in the billing.
4. Indicate the Customer or Project that you're invoicing.
5. Optionally, include any Filters from the Filters tab.
6. Optionally, the Display options tab is only used for Preview. You can use these options to choose which billable transactions to display, along with transaction fields like Date, Project ID, and Total, for example.
7. Select Preview.

You can adjust the invoice in a variety of ways. For example, for project contract lines you can do the following:

• Add a stored materials amount.
• Adjust retainage details, such as, percent and retainage amount.
• Enter the required current billing application number

The charges incurred for this customer or project appear, up to the maximum number of lines indicated in the Display options tab. Options you can use to adjust the billable amount also display, such as exchange rate information

Adjust the invoice preview

1. For fixed price progress bill Construction project contract lines, enter the percent completed to date or an amount to bill.
2. Exclude any of the charges if and as you need, by clearing their respective checkboxes. For cost-based billing Construction project contract lines, select the cost transactions to bill, and accept or adjust the billing amounts.
   If billing for a project contract, assign a project contract line to each cost transaction. You can only generate one project contract invoice at a time.
3. Select Create Invoice.
   The invoice is saved as an Order Entry transaction that you can then send to the client.
4. Enter an Invoice date and GL post date. You can enter today's date for each, or you can enter a different date for the GL Post Date if you need to post to a previous billing period. The default for each is today's date.
   Can't enter these dates separately? Go to Accounts Receivable > Setup > Configuration, and Enable override of GL posting date during entry.
5. Choose to invoice by Customer or Project.
6. Select a Customer or Project to preview.
7. Review your Invoicing options and make changes as needed.
   For example, if you're a multi-currency company, you can determine the invoicing currency from the project or customer, or by manually selecting an invoicing currency.
8. Optionally, use the Filters tab to reduce the scope of your preview invoice.
   For example, you can filter by project type, project manager, date range, location, department, and more.
9. Optionally, use the Display options tab to do the following:
   • Rearrange or delete columns that appear in the Timesheet, Expenses, or Credit Card sections of the Preview page. You can also set the maximum number of rows of entries each section displays
   • View source document attachments available to link to the invoice.

Change invoice settings

If the information on the Preview page is not precisely what you want, you can change almost any setting on this page and then create the invoice.

1. In the Header and Billing Options sections, change the information in any box.

   The changes you make automatically update the list of billable items. For example, entering a default department restricts billable items owned by that department.

   Learn more about the options in the Header and Billing Options sections.

2. Adjust the listed expenses, if wanted. In each transaction or expense section you can remove certain transactions from the invoice, change the quantity or price of certain transactions, or follow certain links for more details on each individual transaction.
   • To remove a transaction from the invoice, clear the checkbox next to the transaction you want to remove.
   • To include all transactions in the invoice, check the Select checkbox; to remove all transactions from the invoice, clear the Select checkbox.
   • To change the quantity or price of a transaction, find the transaction you want to change, and in the QTY or PRICE boxes, delete the existing entry and type in your new entry.
   • The Price column is required. Be sure not to leave it blank.
   • If you apply a different price list, click Reset Defaults to re-calculate the invoice totals.
3. For more information on a particular transaction, see the Doc no. column for the transaction you want to learn more about. Go to the appropriate transaction list page where you can search by document number to find the transaction.
4. To change or add term information for a particular transaction, click the Term link for the transaction you want to review. This opens the Term Details box. Type in the information you want, and click Done.
5. To create the invoice and save it as an Order Entry transaction, click Create Invoice.
6. To clear all of the data on the Generate Invoices page and begin again, click Start Over.

Create a draft project invoice (Project manager)

1. Examine the charges in each section to be sure these are the ones for which you want to invoice the client.
2. If the information on this page is precisely what you want, click Create Invoice to create a draft invoice and save it as an Order Entry transaction.

Later, the draft invoice can be posted by a Business user type. The Project Manager user type can edit only their own draft invoices.

View source documents and attachments to the invoice

Billable lines appear grouped by type (credit card transactions, timesheet entries, employee expenses, Accounts Payable expenses, Purchasing, and Order Entry transactions).

1. Select View Source for the relevant billable line to view source documents and access their corresponding attachments directly from the source document.
2. Use the State column to see which transactions have been paid or approved. For example, you can now see the payment state for employee expenses and Accounts Payable bills before you generate a project invoice for those transactions.
3. Select the billable line to include with the invoice.
4. Generate invoice.
5. Next step: View the invoice.