Enhanced interface

Invoice runs—Contracts

This list supports the enhanced lists interface. Learn more about using enhanced lists.

An invoice run record is created every time you generate invoices for contracts. The invoice run shows the status of offline requests before and during processing, and shows the results of both online and offline requests.

Subscription	Contracts
Regional availability	Australia Canada South Africa United Kingdom United States
User type	Business
Permissions	Generate invoices: Generate, Preview

About invoice runs

The invoice run shows whether or not the requested invoices were created successfully. If an invoice was created successfully, the invoice run displays a link to the contract invoice. If an invoice wasn’t created, the invoice run displays an error message to help you identify why the invoice couldn’t be created.

Intacct creates two types of invoice runs based on how you initiated the invoice generation:

Online
Offline

Online invoice runs

Intacct creates an online invoice run when you initiate the creation of contract invoices by selecting Generate invoices on the Generate Invoices page. Users typically use this method if they’re creating 20 or fewer invoices. When Intacct completes the process, it displays a link to the invoice run at the top of the Generate Invoices page.

The invoice run link indicates Intacct received and processed the request to generate invoices. It does not necessarily mean that all invoices were created successfully. You can select this link at this time to view the invoice run details or you can view the invoice run later by going to the Invoice Run list. The best practice is to always view the invoice run to see if there were any errors.

Offline invoice runs

Intacct creates an offline invoice run when you initiate the creation of contract invoices by selecting Run offline on the Generate Invoices page. Intacct adds the invoice run request to the work queue of jobs waiting to be processed and creates an invoice run record. Intacct processes requests in the order in which they were received, so the time it takes to process the run will vary. You can view the invoice run to check the processing status of the request.

When Intacct completes the offline invoice run request, it sends an email notification to the user who initiated the invoice run. The email displays the number of invoices generated, the number of errors that occurred, and displays a range of document numbers for successfully generated invoices. The invoice run record also displays this information, so it's okay to delete the email.

View your offline job queue and offline job history in the Offline Job Queue. Learn more about Queue Administration.

View an invoice run

From the invoice run, you can drill down to view details such as all billable transactions included in a particular invoice, the contract from which an invoice was created, and the actual invoices that were created.

Go to Contracts > All > Billing > Invoice runs.
Find the invoice run that you want to view.
Select the invoice run's record number.
Do one of the following:
- To view an invoice, select the invoice link in the far-right column. This field only displays a link if the corresponding State = Success.
- To view the billable transactions included in the invoice, select the link in the Transaction amount column.
- To view the contract associated with an invoice, select the link in the Contract column.

Go to Contracts > All > Billing > Invoice runs.
Select View next to the desired invoice run.
Do one of the following:
- To view an invoice, select the invoice link in the far-right column. This field only displays a link if the corresponding State = Success.
- To view the billable transactions included in the invoice, select the link in the Transaction amount column.
- To view the contract associated with an invoice, select the link in the Contract column.

Field descriptions

Invoice runs field descriptions
Field	Description
Record number	The identifier for the invoice run.
Transaction definition	The transaction definition used for the invoices in the invoice run.
Invoice date	The transaction date of the invoices in the invoice run.
Invoice by	The invoices used one or more of the following Invoice by options: Bill to Contract Customer Project
Invoice message	Text that appears in all documents printed from the invoices in the invoice run.
State	Displays one of the following: In transit: The invoice run is waiting for the system scheduler to start or finish the invoice generation process. Failed: The system was not able to create any invoices in the invoice run. See the Error message text next to each invoice for information on why the process failed. Partial success: The system was able to create some of the invoices in the invoice run but some failed. See the Error message text to each Failed invoice for information on why the process failed. Success: The system was able to create all of the invoices in the invoice run.
Execution mode	Displays one of the following: Online: the invoice run was created by selecting Generate invoices in the Generate Invoices page. Offline: the invoice run was created by selecting Run offline in the Generate Invoices page.
Invoice summary	Displays statistics about the invoice run. This information is mostly applicable to large invoices runs that are processed offline. Displays the following statistics: Scheduled: the total number of invoices scheduled to be created in the invoice run. In progress: the number of invoices that have not yet been processed. A value appears in this field if the scheduler has started to process the invoice run but it has not yet completed. Failures: the number of invoices that Intacct was unable to create. Successes: the number of invoices that Intacct was able to create. Deleted: the number of invoices that were created in the invoice run but were subsequently deleted by a user. Customers: the number of customers for whom invoices were scheduled. Total base amount: the total amount of all invoices scheduled to be created expressed in the base currency.

Invoices table

Invoices table 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 a mount	The amount of the corresponding invoice expressed in the base currency.
State	Displays one of the following: Scheduled: the invoice is waiting for the system scheduler to start the generation process. Success: the system was able to create the invoice. Failure: the system was not able to create the invoice. See the Error message text for a description of what went wrong. Deleted: the system generated the invoice successfully and then a user deleted the invoice .
Error message	If the corresponding invoice State = Failed, the system displays the error message that explains why the invoice generation failed. See Troubleshoot Generate Invoices—Contracts .
<link to invoice >	Select the link in this field to open the invoice in a separate browser window. If State = Failed, this field will be blank.
When created	The date the invoice run was created. This field only displays in the Invoice Runs list.
Created by	The name of the user who executed the invoice generation. This field only displays in the Invoice Runs list.