Generate Invoices—Contracts

Use the Generate Invoices page to create invoices from contracts. You can also save frequently used filters in invoice policies and use preview snapshots to analyze data prior to an invoice run.

To generate contract invoices, go to Contracts > All > Billing > Generate invoices.

About contract invoice generation

Use the Generate Invoices page to generate invoices for all billable transactions associated with contract lines. You can use the Preview function to review or report on invoices prior to executing the invoice run. When you’re ready to create the invoices, you can choose to generate them online or offline, depending on how many invoices you select for the invoice run. You can then print or email the invoices from Order Entry as you would any other Order Entry invoice.

About contract invoice posting accounts

• Although Sage Intacct uses an Order Entry transaction definition to create a contract invoice, it does not use the GL account mapping from the transaction definition for contract billing. Instead, it uses the GL accounts defined in the Configure Contracts page.
• Billable transactions related to projects (Timesheets, Employee Expenses, AP Bills, and Purchasing transactions) will use the GL account mapping from the transaction definition for billing.
• The tax calculation on the invoice does use the GL accounts from the Subtotal section of the transaction definition. The Contracts tax calculation logic is the same as Order Entry for Basic Tax, Advanced Tax, and Avalara AvaTax.

Basic steps to generate contract invoices

The following sections outline the steps for generating invoices from contracts.

1. Set filters and preview invoices.
2. Select invoices and execute an invoice run.

1. Set filters and preview invoices

The Generate Invoices page contains many filters to allow you to narrow the focus of the invoices you want to create in a given invoice run. For example, you might only want to create invoices for a specific customer, for a specific project, for a specific date range, and so on.

Use the Preview option to review invoice details prior to invoice creation. You can drill down on each invoice to see all included billable transactions, verify associated amounts, and so on. You can also create a preview snapshot to use for reporting. Learn more about preview snapshots.

To set invoice run options and filters and preview invoices:

1. Go to Contracts > All > Billing > Generate invoices.

2. Set the Invoice run options that will apply to all invoices.

   1. If you want to use a different invoice transaction definition than the default for the invoices, use the Transaction definition dropdown list to select the desired transaction definition. This field is required.

   2. In the Invoice and GL post date field, use the calendar tool to select the date you want as the date on the invoice and the date you want the invoices to post. This field is required.

      The presentation of the date fields depends on your company's Accounts Receivable Enable override of GL posting date during entry configuration option. If the option is set to false, one field named Invoice and GL post date appears. If the option is set to true, two fields named Invoice date and GL post date appear.

   3. Optionally, choose whether to Invoice by Contract, Customer, or Project.
   4. Optionally, enter an Invoice message that will display on all invoices.

   5. Optionally, choose from the following override service period date options.

      • Do not override: Keep the existing service period dates without making changes.
      • Override missing dates only: Add start and end dates for entries that do not currently have them.
      • Override all dates: Replace all existing service period dates with new ones.

      If you choose to override, enter the start and end dates you want to apply. Learn more about service period dates.

3. Use the calendar tool in the As of date field to select the date on or before which includes the billable transactions that you want to invoice. To specify a date range for scheduled billing, use the calendar tool in the From date field to specify the first (start) date for the range. In this scenario, the As of date will be the end date of the date range.

   The From date is only applicable to contracts lines with associate billing schedules (it's not applicable to billable transactions like timesheets associated with projects).

4. In the Filters section, use the dropdown lists to select the desired filter criteria.

   The Exception filters are for previewing or reporting only. You will not be able to generate invoices that include unapproved transactions or transactions with missing prices.
5. In the Transactions to include section, select the types of billable transactions to include in the invoices.

6. When you have completed selecting all desired filter options, select Preview.

   Intacct displays a list of all invoices that meet the filter criteria. If you receive an error, see Troubleshoot Generate Invoices.

   You can save frequently used filters in an invoice policy to save time the next time you generate invoices.
7. If you do not see the desired results, adjust the As of date and/or filter criteria and select Preview again.
8. To view a particular invoice to verify or exclude billable transactions or to change certain data, select the link in the Transaction amount field next to the desired invoice. Learn how to view, change, or exclude billable transactions before the invoice run.

2. Select invoices and execute an invoice run

Intacct selects all possible invoices for inclusion in the invoice run by default. You must deselect any invoices you don’t want to include in the invoice run. Depending on the number of invoices you select, you can generate invoices immediately online or you can generate the invoices offline.

Note the following guidelines regarding the number of invoices in an invoice run:

• You can generate invoices immediately online if you’re generating fewer than 20 invoices.
• If you’re generating more than 20 but fewer than 50 invoices, you have the option to generate invoices online, however, Intacct recommends that you generate the invoices offline as otherwise, your browser is likely to time out.
• If you’re generating more than 50 invoices, you must generate the invoices offline.

To select invoices and execute an invoice run:

1. When you’re ready to execute the invoice run, do the following in the Select invoices to create table:
   • Select the checkbox in the far left column next to the invoices that you want to create.
   • Deselect the checkbox next to invoices you don't want to create.

   The maximum number of invoices displayed per page in the Select invoices to create table is determined by your Transaction tables - rows per page setting in User Preferences. Depending on the number of invoices returned, you might have to page through the results to see all invoices.

   While you can use the checkbox in the column header to select or deselect all invoices, the checkbox is only applicable to the invoices displayed in the current table page. It does not select or deselect all possible invoices if there are multiple table pages.

2. Do one of the following:

   • If your selections will result in fewer than 20 invoices, select Generate.

     This generates the invoices on demand.

     The system displays a link to the invoice run in a green bar at the top of the page. This does not necessarily mean that all invoices were generated successfully. The best practice is to always view the invoice run to see if there were any errors. Learn more about invoice runs.

   • If your selections will result in more than 20 invoices, select Run offline. Intacct will generate the invoices in a background process. When the invoice run finishes, Intacct sends the logged in user ID an email notification. The email also lists any errors that might have occurred. See Troubleshoot Generate Invoices—Contracts for information on common errors.

   When Intacct creates the invoices, it reclassifies the applicable unbilled balances into billed balances.

Generate invoices offline without previewing

You can generate invoices offline without previewing billable transactions first. Just set the applicable filters and invoicing options and then select Run offline. Although setting filters is optional, if you don't set filters, Intacct will generate invoices for all billable transactions as of the date specified in the As of date field.

1. Optionally, set the applicable filters.
2. Optionally, set the desired invoicing options.

3. Select Run offline.

   A message appears asking you to confirm the invoice process.

4. Select Yes.

   A message appears indicating that the invoices are being generated offline and that the logged in user will receive a notification when the process is completed.

Edit contract invoices

You can access invoices generated from Contracts in Order Entry invoice transaction lists. The rules that govern editing Order Entry invoices apply to contract invoices, with the exception that you can't edit the invoice amounts, transaction date, or any of the dimension values for invoice lines created as a result of invoice generation. If you add lines to the invoice in Order Entry, you can edit those lines per the Order Entry editing rules.

To edit a contract invoice, see Edit a contract invoice.

To change or exclude billable transactions before an invoice run, see Review invoice.

Delete contract invoices

Suppose you just executed the Generate invoices function, only to realize you entered the wrong GL posting date. You can locate the contract invoice in an Order Entry invoice transaction list and delete the contract invoice. Deleting a contract invoice rolls back all of the applicable account balances, including reclassifying the billed balances back to unbilled balances. You can generate another invoice for the affected scheduled billing and/or usage as necessary.

The same rules that govern deleting Order Entry invoices apply to contract invoices (for example, you can't delete an invoice if a payment has been applied to it).

To delete a contract invoice, see Delete a contract invoice.

Print or email contract invoices

You can print or email contract invoices from an Order Entry invoice transaction list. The print and email rules that govern Order Entry invoices apply to contract invoices. You can use the same document template for Order Entry and Contracts invoices. The only difference in fields is that the Multiplier field is only applicable to invoices generated from contracts and not for invoices originating in Order Entry (document template field code is «ENTRIES_MULTIPLIER» ). Learn more about document templates.

To print or email a contract invoice, see Print or email Order Entry documents.

Where do I enter sales tax for contract invoices?

The Order Entry transaction definition that you use when you generate a contract invoice contains the tax calculation logic. If logic exists, the sales tax is automatically calculated and included in the contract invoice. As with Order Entry transactions, tax related to kits is calculated on the kit item and not on the kit components.

If it is your business process to do so, you can edit the contract invoice in Order Entry to manually enter or update sales tax amounts. You do not enter any sales tax information in Contracts.

Field descriptions

• Invoice run options
• Filters
• Transactions to include
• Exception filters
• Invoice summary
• Select invoices to create

Invoice run options

Options you select or enter here will apply to all invoices generated for each selected invoice.

Invoice run options field descriptions

Field	Description
Transaction definition	Displays the default transaction definition to use for invoices generated from contracts. The default transaction definition is defined in the Configure Contracts page. Use the dropdown list to select a different invoice transaction definition, if applicable. The dropdown list only displays transaction definitions that are defined to post to Accounts Receivable and have Track line-item discount or surcharge and Enable for Contracts set to true. Learn more about contract invoice transaction definition requirements.
Invoice and GL post date	The presentation of the date fields depends on your company's Accounts Receivable Enable override of GL posting date during entry configuration option. If the option is set to false, one field named Invoice and GL post date appears. If the option is set to true, two fields named Invoice date and GL post date appear. Both fields default to today's date. Use the calendar tool to select the desired dates. The Invoice and GL post date values are required. Project time contract lines can only be included in one invoice per GL posting date.
Invoice message	Enter any text that you want to appear on documents printed from the invoices. This text also appears in the Message field on the invoice. You can edit this field on the invoice per the Order Entry transaction editing rules.
Price list for project billing	Use the dropdown list to select a price list to use to override pricing for billable transactions related to projects. This price list overrides any price list set on the selected transaction definition, customer, and so on. This field is only applicable if your company is subscribed to Projects.
Override service period dates Service period start date Service period end date	Service periods represent the time frames during which your business's services are provided or consumed. Service period dates are automatically populated with default values and flow through to contract invoices, giving customers visibility into the exact period they’re being billed for. If you do not want to use the default dates, or if your billing schedule or usage entries were created before the service periods feature was released, you can use this field to provide dates. Choose from the following options: Do not override: Keep the existing service period dates without making changes. Override missing dates only: Add start and end dates for entries that do not currently have them. Override all dates: Replace all existing service period dates with new ones. If you choose to override, enter the start and end dates you want to apply. Learn more about service periods.
Invoice by	Options are: Bill to: Groups invoice by unique contract line-level bill-to contact. In order to get correct results, Order Entry must be configured with Enable bill-to contact at the line level (Contracts only) set to true. Contract: Generate a single invoice per contract based on the given filter criteria. Customer: Group contracts by customer into one or more invoices. If you create contracts for the same customer within different entities or with different transaction currencies, you may see more than one invoice per customer. The Customer option is always required as a customer is specific to a contract or project. Project: Generate a single invoice for each project associated with a contract based on the given filter criteria. If a project is configured to invoice with parent, Intacct includes the child project in the parent project invoice. Learn more about consolidating invoices.
As of date	Use the calendar tool to select the date on or before which includes the billable transactions that you want to invoice.
From date	If you want to filter for open billing within a date range, use the calendar tool to select the first (start) date for the range in this field. In this scenario, the As of date will be the end date of the date range. For example, suppose you want to see all open billing schedules between March 15 and March 31. In the From date field, enter 03/15/YYYY. In the As of date field, enter 03/31/YYYY (where YYYY is the desired year). This field is only applicable to scheduled contract billing (it does not apply to usage, timesheets, expenses, AP supplier invoices, or Purchasing transactions).
Invoice policy	Use the dropdown list to select a saved invoice policy. Invoice policies are saved filter sets.

Filters

Use this section to narrow the focus of the billable transactions that you want to invoice. For example, you might only want to see all billable transactions associated with a specific customer.

Field	Description
Contract or contract group Customer or customer group Project or project group Item or item group Department or department group Location or location group Employee or employee group Class or class group	Use these dual-purpose filters to select either a single dimension or a dimension group. For example, select either an individual item or an item dimension group in the Item/Group field. The Project/Group and Employee/Group dimension filters appear based on the Dimension settings in the GL configuration. You can define contract dimension groups that include contracts based on invoicing time periods. You could have one contract group that you will invoice on the 15th day of the month, one that you will invoice on the last day of the month, and so on.
Contract currency	Filters the list to display only invoices from contracts associated with the selected transaction currency. This field is only applicable to multi-currency companies.
Contract type	Filters the list to display only invoices associated with the selected contract type.
Customer type	Filters the list to display only invoices associated with the selected customer type.
Project type	Filters the list to display only invoices associated with the selected project type. This field is only applicable if your company is subscribed to Projects.
Project manager	Filters the list to display only invoices associated with projects that are associated with the selected project manager. This field is only applicable if your company is subscribed to Projects.

Transactions to include

Transactions to include field descriptions

Field	Description
Contracts Contracts usage Timesheets* Expenses* Accounts Payable bills* Purchasing transactions*	By default, all types of transactions are selected to be included in invoice preview and invoice generation. If you don't want to include a transaction, clear the checkbox next to it. * Only applicable to contracts associated with projects.

Exception filters

Use Exception filters to preview or report on billable transactions that could be included in project invoices but are currently excluded from invoicing due to approval status and/or price issues. Learn how to create a preview snapshot for reporting.

Exception filters field descriptions

Field	Description
Approval status	Choose one of the following options: Only approved: filters for billable transactions that are approved. Only unapproved: filters for billable transactions (such as PO purchase invoices, expense reports, and timesheets) that have not posted to the GL and are either in a Draft, Submitted, or Declined State. All: select this option to ignore Approval status when filtering results.
Only show items with blank prices	Filters the list to display only billable transactions that are missing prices. Use this option to create an exception report.

Invoice summary

The Invoice summary section displays the following information:

• The number of invoices that potentially could be created from this preview if you choose to generate invoices
• The number of customers associated with the potential invoices
• The total base amount of the combined potential invoices

Select invoices to create

This table appears after you select Preview. The maximum number of invoices displayed per page is determined by your Transaction tables - rows per page setting in User Preferences. Depending on the number of invoices returned, you might have to page through the results to see all invoices.

Select invoices to create field descriptions

Field	Description
Customer	The customer associated with the corresponding invoice. Select the link in this field to display the customer in a separate browser window.
Contract	The contract associated with the corresponding invoice. Select the link in this field to display the contract in a separate browser window.
Bill to	The bill-to contact associated with the contract lines associated with the corresponding invoice. Select the link in this field to display the bill-to contact in a separate browser window. This field only appears if the selected Invoice by options include Bill to.
Project	The project associated with the corresponding invoice. Select the link in this field to display the project in a separate browser window. This option only appears if the selected Invoice by options include Project.
Currency	The transaction currency associated with the corresponding invoice.
Transaction amount	The amount of the corresponding invoice expressed in the contract's transaction currency. Select the link in this field to review the billable transactions included in the invoice in a separate browser window.
Base amount	The amount of the corresponding invoice expressed in the base currency.