Invoice policy runs

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You can use invoice policies to automatically initiate contract invoice runs on a set schedule. Define the filters and the schedule in the invoice policies for the invoice run. On the scheduled execution date, Intacct creates an invoice policy run record when it starts processing the invoice policy. The invoice policy run shows the status of each filter request before and during processing, and shows the results of each request.

About invoice policy runs

Invoice policy run process flow that illustrates the following text.

Shortly after midnight (plus any defined offset) on the scheduled execution date, Intacct starts an invoice policy run that filters for invoices according to the invoice policy filter criteria. Think of the invoice policy run as an offline Preview process that occurs before invoice generation.

One of the following then occurs:

  • If the invoice policy run was successful and Intacct found valid billable transactions, then Intacct schedules the invoice run.
  • If the invoice policy run was successful but Intacct didn’t find any valid billable transactions that met the filter criteria, then the invoice processing stops.
  • If the invoice policy run is not successful, then the invoice processing stops.

When Intacct finishes processing the invoice policy run, it sends a notification to the applicable email address that contains a link to the invoice policy run. If the invoice policy run didn’t result in a scheduled invoice run, the invoice policy run shows the reason that the invoice processing stopped.

If the invoice policy run resulted in a scheduled invoice run, Intacct adds the invoice run request to the work queue of jobs waiting to be processed, creates and invoice run record, and sends a notification to the applicable email address. Intacct processes requests in the order in which they were received, so the time it takes to process the invoice run will vary.

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User type Business
Configuration See Set up scheduled invoicing.
Permissions

Permission to view Invoice policy runs is given through the Contracts Generate invoice: Generate permission.

View an invoice policy run

  1. Go to Contracts > All > Billing > Invoice policy runs.
  2. Find the invoice policy run that you want to view.
  3. Select the invoice policy run's record number.
  4. Do one of the following:
    • To view an invoice policy, select the link in the Policy name column.
    • To view the associated invoice run, select the link in the Data value column. This link only appears if the invoice policy run successfully found billable transactions.
  1. Go to Contracts > All > Billing > Invoice policy runs.
  2. Select View next to the desired invoice policy run.
  3. Do one of the following:
    • To view an invoice policy, select the link in the Policy name column.
    • To view the associated invoice run, select the link in the Data value column. This link only appears if the invoice policy run successfully found billable transactions.

Troubleshoot invoice policy runs

Troubleshoot invoice policy runs field descriptions
Problem Possible solution
No invoice run created as no billable lines met the given policy criteria

The following are some reasons billable lines do not appear in the results:

  • The contract line's billing schedule is on hold. In this scenario, resume the billing schedule.
  • The project is not associated with a contract. Learn about linking projects with contracts.
  • The Project status is specifically configured to exclude invoices from being generated for the project. In this scenario, open the project, change the Project status to a status that allows invoice generation, and then try Previewing invoices again. Learn more about Project status.
  • The Status of the project is "Inactive". In this scenario, open the project, change the Status field to "Active", and then try Previewing invoices again.
  • The timesheet, employee expense, AP expense, and/or purchase transaction is not associated with a project that's linked to a contract. In this scenario, edit the applicable record and select the applicable Project.
  • The billable transaction is not approved or has a pricing issue.
  • The task or transaction is not flagged as billable. Open the task or transaction and select the Billable checkbox.
  • The usage record has not been created. Learn how to add usage.
  • The billable transaction's date is after the contract line end date. Either extend the contract line end date or change the transaction's date to date on or before the contract line's end date.
The invoice policy didn’t run on the Next execution date.

Verify the following:

  • The invoice policy must have a schedule defined in its Automatic invoicing section.
  • If the invoice policy was created at the top level, the invoice policy must be manually assigned to at least one entity in order for it to run.

See Set up scheduled invoicing.

Field descriptions

Invoice policy runs field descriptions
Field Description
Queued The number of invoice policies waiting to be processed.
In progress The number of invoice policies that have not yet been processed. A value appears in this field if Intacct has started to process the invoice policy run but it has not yet completed.
Success The number of invoice policies that were successfully processed.
Error The number of invoice policies that weren’t processed due to errors.
Total count The total number of invoice policies that were processed.

Run summary

Run summary field descriptions
Field Description
Created by System user. Intacct always creates the invoice policy runs.
Notification email address

The email address to which the invoice policy run results were sent.

This email address is specified in the Configure Contracts page - Scheduled invoice policies notification email field.
Created date The date and time the invoice policy run was initiated.

Record number

The identifier for the invoice policy run.

Entries

Entries field descriptions
Field Description
Policy name The name of the invoice policy that was executed.
Policy precedence The order of precedence setting for the invoice policy in the applicable entity. Learn more about invoice policy order of precedence.
Last run date The date and time the invoice policy processing was completed.
Run state

Displays one of the following:

  • Queued: The invoice policy is waiting for the invoice policy run to execute
  • In progress: The invoice policy run is currently processing invoice policies but has not yet finished.
  • Success: The invoice policy was processed successfully.
  • Failed: Intacct couldn’t process the invoice policy due to errors. See the Error column for information.
Data value

Displays one of the following:

  • If the invoice policy run was successful and Intacct found billable transactions, this column displays a link to the associated invoice run.
  • If the invoice policy run was successful but Intacct didn’t find any billable transactions that matched the filter criteria, it displays the following message: "<Invoice policy name> processed. No invoice run created as no billable lines met the given policy criteria."
  • If the invoice policy run failed, this column is blank.
Error If Run state = "Failed", shows the error message associated with the failure. See Troubleshoot invoice policy runs for solutions to common errors.
Request ID A unique ID associated with the corresponding invoice policy. If you need your designated support user to log a support case regarding invoice policy run errors, include the Request ID in the case.