Review Invoice—Contracts

Use the Review Invoice page to:

• Verify or exclude billable transactions from an invoice before generating the invoice
• View any errors that might have caused the invoice generation to fail

You can only access this page from the Generate Invoices page or from an Invoice run record.

View, change, or exclude billable transactions before the invoice run

The Review Invoice page shows all billable transactions that will be included in the selected invoice if you choose to generate it. You can change some transaction data or exclude transactions as applicable.

To review an invoice before generating it:

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

2. Set the applicable filters, and execute Preview. Learn how to use Preview.

3. In the Select invoices to create table, select Transaction amount next to the desired invoice.

   The Review Invoice page appears.

4. If you want to exclude a billable transaction, deselect the checkbox in the far-left column next to it.
5. If you want this invoice to have a different message than the other invoices in the invoice run, enter the message text in the Invoice message field.
6. If you want to include a description on one or more billable transactions associated with a project, select in the Description field next to the applicable transaction and enter the desired text.

7. If you want to change the number of timesheet hours, select in the Quantity field next to the applicable Timesheet entry and enter the desired number of hours.

   When you change the number of hours to a number less than the actual hours, Intacct will present the unbilled hours the next time you generate an invoice for the project. To write off or write down the hours, change the Price for the hours the next time you generate an invoice for the project.

8. If you want to change the price on one or more billable transactions associated with a project, select in the Price field next to the applicable transaction and enter the desired price.

   How the system evaluates project billing rates during invoice generation

   A project may use project billing rates defined on the project and/or billing rates defined in an Order Entry price list. Billing rates for a particular employee/item combination defined on the project in the Resources and billing tab override any billing rates defined in a price list for the same employee/item combination even when the price list entry has Fixed =Y.

   If there are no billing rates defined on the project and the Generate Invoices engine does not encounter any price lists on the transaction definition or on the applicable customer or contact, the system evaluates the Base price list last. If it finds an applicable billing rate in the Base price list, it will use that rate when generating an invoice for the project.

   Alternatively, users can select a Price list for project billing during the invoice generation process that will override any other price list assigned to a transaction definition or customer or contact. In this scenario, the system does not perform any price list evaluation and simply uses the billing rate from the price list identified in the Generate Invoices page. Learn more about price list evaluation.

9. Do one of the following:

   • If you made changes, select Save.
   • If you didn’t make any changes, select Cancel.

Review an invoice after the invoice run

If an invoice was generated successfully, you can view, print, and/or email the invoice in Order Entry as you would any other invoice. If an invoice failed to generate, you can use the Review Invoice page to view any error messages.

To review an invoice after the invoice run:

1. Go to Contracts > All > Billing > Invoice runs.

   The Invoice Runs list appears.

2. Select View next to the desired invoice run.

3. In the Invoices table, select the link in the Transaction amount column next to the desired invoice.

   The Review Invoice page appears.

4. Review any error messages in the invoice header and on the applicable billable transaction lines. See Troubleshoot Generate Invoices—Contracts for information on how to correct common error conditions.

Field descriptions

Header fields

Contract billing schedule entries fields

Contract usage entries fields

Timesheets, Employee expenses, AP expenses, and Purchasing transactions fields

Header fields

Header field descriptions

Field	Description
Customer	The customer associated with the invoice.
Contract	The contract associated with the invoice. Select the link in this field to view the contract.
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.
Ship to	The ship-to contact associated with the contract lines associated with the corresponding invoice. Select the link in this field to display the ship-to contact in a separate browser window.
Term	The net term used for the corresponding invoice. Select the link in this field to display the term in a separate browser window. If the invoice includes multiple contracts with more than one term, the invoice uses the net term identified on the customer record.
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.
Total amount	The total amount of the invoice expressed in the transaction currency used by the associated contract.
Total base amount	The total amount of the invoice expressed in the base currency.
Currency	The transaction currency associated with the invoice.
Exchange rate type	The exchange rate type defined on the contract.
Exchange rate date	The date specified as the Invoice date in the Invoice run options section of the Generate Invoices page.
Exchange rate	The exchange rate associated with the Exchange rate date. Learn more about contract invoice exchange rates.
Invoice message	The message entered in the Invoice run options section of the Generate Invoices page. If you accessed this page from the Generate Invoices page, you can change the message for this particular invoice. Enter any text that you want to appear on documents printed from the invoice.
State	Only appears if you access this page from an Invoice run record. 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	Only appears if you access this page from an Invoice run record. If the corresponding invoice State = Failed, the system displays the error message that explains why the invoice generation failed. See Troubleshoot Generate Invoices.
<link to invoice>	Only appears if you access this page from an Invoice run record and the State = Successful. Select the link to view the invoice transaction.

Contract billing schedule entries table fields

Contract billing schedule entries table field descriptions

Field	Description
Item	The item ID-name associated with the corresponding billing line.
Item description	The Item description from the contract line for which the billing line is scheduled.
Contract line no	The contract line number for which the billing line is scheduled.
Quantity Rate Multiplier Discount	These fields display values other than 1 if the following conditions exist: The Billing method for the associated contract line = Fixed price The Flat/fixed amount frequency for the associated contract line doesn’t equal Use billing template The user entered values in these fields on the contract line
Transaction amount	The applicable portion of the contract line's flat/fixed amount associated with the corresponding billing line expressed in the transaction currency.
Base amount	The applicable portion of the contract line's flat/fixed amount associated with the corresponding billing line expressed in the base currency.
Posting date	The scheduled posting date for the billing line. If you selected a different date in the Invoice and GL post date field in the Invoice run options section of the Generate Invoices page, that date will be used as the posting date when you generate the invoices.
Calculation memo	This field only displays text if the corresponding contract line has Flat/fixed amount frequency = "Use billing template". It shows the total contract line Flat/Fixed amount and the percentage to be billed per the associated billing template. If the total Flat/Fixed amount was determined using a combination of the Quantity, Rate, Multiplier, and Discount fields, the text includes those values.
Service period start date	Indicates the beginning of the time frame during which your business’s services are provided or consumed for this billing entry. Learn more about service periods.
Service period end date	Indicates the end of the time frame during which your business’s services are provided or consumed for this billing entry. Learn more about service periods.
Ship to	Displays the Ship to contact defined for the billing line. This contact is used by Avalara Tax to calculate taxes for the billing line and/or to display as information on the invoice. If you want to change the ship to contact for a contract line before generating the invoice, open the contract and edit the contract line. If you want to change the ship to contact for a contract line after generating the invoice, note that contract invoices follow the same editing rules as Order Entry invoices. If the invoice transaction definition allows Ship to contacts to be edited, you can change the ship to contacts on the contract invoice line items in Order Entry. When you select Calculate Subtotals or Post, the taxes will automatically be recalculated per line item based on the tax rates for each ship to destination. Taxes on contract invoices use the posting configuration defined on the transaction definition, so this won’t change any contract journal balances. This field only displays if Enable ship-to contact at the line level is set to true in the Configure Order Entry page.
State	Only appears if you accessed this page from an Invoice run record. Displays F, indicating Failure, if the billable transaction had an error associated with it. Otherwise this field is blank.
Error Message	Only appears if you accessed this page from an Invoice run record. If the corresponding State field = F, this field displays the error text associated with this billable transaction line.

Contract usage entries fields

Contract usage entries field descriptions

Field	Description
Item	The item ID-name associated with the corresponding usage line.
Item description	The Item description from the contract line for which the usage is recorded.
Line no	The contract line number for which the usage was recorded.
Quantity	If Split tiers into invoice lines is enabled in the Configure Contracts page, displays the usage quantity associated with the usage line for items priced with Tiered pricing = Step or Volume. If this option is disabled or if Tier pricing = Absolute, this field displays 1.00.
Transaction mount	The usage amount expressed in the transaction currency.
Base amount	The usage amount expressed in the base currency.
Price tier	Only applicable if Split tiers into invoice lines is selected in the Configure Contracts page and the usage line uses a price list entry with Price type = Tiered. Displays the tier rate associated with the usage invoice line.
Computation memo	Data displayed by this field differs depending on whether or not the Split tiers into invoice lines option is enabled in the Configure Contracts page. If the option is disabled or if Tier pricing = Volume—displays how the Transaction amount was calculated. Usually displays ((total usage quantity not invoiced as of the date in the As of date filter field less any included units) x (price applicable to the usage quantity)). For example, suppose an item has tiered billing prices of R100 for quantities of 1 - 10 and R90 for quantities of 11 to 20 and the usage quantity resets after each invoice. In March, the usage recorded for the item is 14. The computation memo for March will show (14 * 90). In April, the usage recorded for the item is 9. The computation memo for April will show (9 * 100). If the option is enabled and the usage line uses a price list entry with Tier pricing = Step—displays the tier step number for the tier rate out of the total number of tier steps. For example, if there are three tier steps and the corresponding line is using the rate from tier step 2, this field displays Tier 2 out of 3. If the option is enabled and the usage line uses a price list entry with Tier pricing = Absolute—displays the usage quantity recorded for the usage line.
Service period start date	Indicates the beginning of the time frame during which your business’s services are provided or consumed for this usage entry. Learn more about service periods.
Service period end date	Indicates the end of the time frame during which your business’s services are provided or consumed for this usage entry. Learn more about service periods.

Timesheets, Employee expenses, AP expenses, Purchasing transactions fields

The following table describes the fields in the transaction-specific tables.

Timesheets, Employee expenses, AP expenses, Purchasing transactions field descriptions

Field	Description
Date	The transaction date.
Doc no.	The transaction identifier.
Line no	The line number of the corresponding entry in the database. This field is for reference only.
Project ID	The project identifier with which the transaction is associated.
Item	The item associated with the contract line.
Quantity	Indicates either: the quantity associated with the item, or the number of hours associated with a timesheet entry If you accessed this page from the Generate Invoices page, you can change the Quantity for timesheet entries. When you change the number of hours to a number less than the actual hours, the system will present the unbilled hours the next time you generate an invoice for the project. To write off or write down the hours, change the Price for the hours the next time you generate an invoice for the project. If you don't want the hours to appear on an invoice you send to a customer, generate an invoice for just the 0.00 hours.
Fee percent	The cost plus fee percent associated with the billable transaction, if applicable.
Price	The price associated with the item or time. You can enter a different price as needed.
Transaction amount	The extended price expressed in the transaction currency.
Description	If you accessed this page from the Generate Invoices page, you can use this field to enter text that describes the billable transaction. This text may appear on the invoice if it's included in the associated document template.
Employee Department Location Class Warehouse User-defined dimensions	The dimension values associated with the source billable transaction. The Warehouse dimension is only applicable to Purchasing transactions.