Invoices

INVOICES can be viewed, edited and created from this module of the system.

  • Invoices are usually created from the Job Financial page within the specific job.

Table of Contents

Click on any of the titles below to navigate directly to related information or scroll down to view the entire page. 

Find Invoice

List Invoice  

View Invoice

Add Invoice  

Retainer Invoice

Interim/Final Invoice

Invoice Options

Multi/Batch Invoice

Split Billing

Find Invoice

Invoice Find
Enter your search criteria on the find page.
  •  This can be any information you know about the job or invoice.
    • All or part of the job name or number.
    • The project if one is associated to the job.
    • The job type.
    • The invoice or batch number.
    • The staff member who created the file.
    • The company that the job is for. 
    • Remember, you can search by any field or combination of fields that appear on any list page.

This will result in one of three potential pages being displayed: 

  • If there are multiple invoices found, then the list page will be displayed.
    • Select the desired invoice to go straight to the details.
  • If only one invoice is found, then the detail page will result.
  • If there are no invoices found, a red stop sign with the words "Sorry, no invoice was found" will be displayed.

Tips on Finding Specific Records.

  • Enter just the first few letters of a name or other information (such as city) being used to query.
    • This will ensure that spelling errors do not occur in the search and an inaccurate result.
  • To find a range of Job Numbers or Dates use three dots between the values and then hitting tab.
    • For example July 1, 2007 ... July 31, 2007. 
      • Leaving the second value blank will go to todays date or most recent job number.
      • Leaving the year black will default to the current year.
  • If you are searching for something specific always click "find" as "find all" will always show you the entire list.
  • You can choose to search by text that "begins with," "ends with" or "contains" by selecting the appropriate radio button. 
  • Clicking a date on the calendar will populate the date field with the specific date you choose.

List Invoices

Invoice List

The list view displays multiple rows of records from the module selected.

  • Selecting, Sorting, and Printing are the primary actions taken from a list view.
  • The number of rows in the found set is displayed just below the header.
    • The system default is usually set to show only 25 rows which can be changed in the admin section.
    • If a search of the module results in more than 25 records, a double arrow button with page numbers will be show above the column headings. This allows paging through the records.

You have the ability to sort through the list to present the information in a more meaningful fashion.

  • Always remove the previous sort order by clicking on the eraser icon to avoid confusion.
  • Click on the column header you want to sort by and you will see a ascending or descending arrow.
    • To change the direction of the sort, click on the column header.
    • To sort by multiple columns click on each column you would like to search by.
      • For example, you can sort by company type, then alphabetize within the company type by clicking on the company name column.
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View Invoice

Invoice Summary
 
Invoice Printout
The detail page shows an individual record from the module. There are specific sections and features of the detail page that are consistent across all detail pages in the system.
  • These include:
    • The location of the page name.
    • The upper page details and functional icon placement.
    • The view variable lower inserts.
The page name is always in the left hand side of the white bar just below the primary navigation icons companies and contacts. This title represents the upper page details. The company details page holds the main information about name, address and phone number.
  • The icons on the upper right hand side will allow you to navigate directly to other components of the system.
    • Place your mouse over each icon to see pop up balloons with associated titles.
The variable lower insert provides access for viewing and navigating to related contacts and notes for the individual.
  • Each View permits the user to see related information.
    • Selection of the Contact icon will display all of the employees for the contact's company.
    • Selection of the Notes icon will display all notes that have been made for the individual within the system.
When viewing this related information the user may select an item to navigate to its detail page.
  • Try selecting an invoice. Then select the company name on the contact details page to navigate back to the company detail page. This is an example of navigation using internal related links.
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Add Invoice

Invoice Create

Invoices are created by clicking on the invoice create icon on the job financial page.

  • There are three types of invoices to select from once clicking on the invoice create icon:
    • Retainer
    • Interim
    • Final
  • All three invoice types will provide a formatted PDF printout to send directly to clients as well as a printout with status report that will provide information on the time and expenses that were accumulated during the invoice timeframe.

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Retainer Invoice

A retainer invoice is created for either a deposit on a job or a monthly retainer client.
  • Unlike a regular invoice, a retainer is considered unearned revenue and exporting to your accounting software will treat it as such.
  • Once the work has been completed, an interim or final invoice must be created to turn the unearned revenue into earned revenue.

To create a retainer invoice:

  • Select the retainer radio button on the Invoice Type Selection page and click submit.
  • The Create Invoice screen for a retainer (deposit) invoice will come up.
  • Enter the following items for use on the invoice print out.
    • Terms: Select the terms.
    • PO Number: Enter the Purchase Order number if desired.
    • Job Description: This text will follow from the docket and can be adjusted on this screen.
    • Retainer Amount: Enter the amount charged to the client.
    • Retainer Description: Type the text description desired.
      • This text appears next to the retainer amount on the invoice print out.
    • Payment Note: Type the desired payment note.
      • This text appears below the body of the invoice.
    • Click submit.

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Interim and Final Invoices

Invoice U[date

To create an interim or Final invoice:

  • Select the appropriate radio button on the Invoice Type Selection page.
    • Enter the date for the invoice.
    • Select the view you want an ensure appropriate taxes are chosen.
    • Click submit.
    • The Create Invoice page sets up the invoice creation process.
  • The upper section displays all pertinent job information including:
    • Job Number.
    • Company.
    • Project (where applicable).
    • Job Name.
    • Description.
    • Invoice Number.    
    • Date.    
    • Purchase Order Number.    
    • Terms.    
    • Invoice Type.
  • Select and change the description, PO number or terms as desired.
  • The lower section of the Invoice Create page is used to enter the values and descriptions desired on the invoice.
    • Each phase is listed.
    • Details of each phase can be viewed by selecting the "expand invoice line items" check box.
      • Working with the Invoice Create screen varies based on this selection.
        • Creating without this checked off means that the invoice will be created by automatically allocating dollar amounts to services within the phases.
        • In the expanded mode the user may enter dollar values directly to the service level.
          • We suggest creating invoices at the service level.
      • Click on the orange arrows in the appropriate collumn to automatically create invoice amounts based on:
        • Estimated.
        • Actuals.
        • Remainder.
      • You also have the ability to create a percentage bill to any of these amounts by filling in the % field and clicking on the appropriate column to auto complete.
      • To select specific externals to include as billed on this invoice (and to mark them as billed in the system) click on the gray arrow to expand and select by checking the box(es).

Note that only services that have an estimated or actual dollar value greater than zero will show. Only these services can be used as an invoice line. Items with a zero dollar value as opposed to a nothing value are required to have income accounts.

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Invoice Options

Invoice Selection

As mentioned above, you can use features of Function Point to automatically fill the invoice amount.

  • Invoice percentage field.
    • Can be used in conjunction with the estimate, actual and remainder column titles to populate the invoice $ column.
    • Select the invoice percentage field and enter 50. This represents 50% of the amounts selected will be used in the invoice column.
      • Leaving it blank will automatically calculate at 100%.
    • Select the estimate column header (note arrows pointing downward next to the estimate title).
    • The invoice $ column will fill with the amounts from the estimate column.
    • Select the invoice $ header to clear the amounts.
    • Enter values as required for shipping and deposit allocation.
    • Select the preview icon to calculate the taxes and totals.
    • Select the terms desired prior to clicking submit.
    • Select the submit icon to create the invoice and complete the descriptions used on the print out.

Notes on the invoice create screen:

  • Once the submit button is clicked the invoice will be created.
  • Changes can be done to the dollar amounts used on the invoice via the invoice summary page.
  • After any change to the invoice dollar amount column the submit button disappears.
    • You must always select the preview icon prior to the system permitting the submit action.
    • This is done to ensure totals are calculated including taxes.
    • If Export to Accounting by Service is selected in the Admin offices preferences section then the Submit button will check that all invoice line items with dollar amount (zero counts as an amount, nothing does not) have income accounts.
    • Tax amounts calculate based on the tax preferences assigned to the docket, the invoice (as assigned on the split billing page), and the individual services tax assignments in the system administrative set up.
    • If required the tax amounts can be adjusted by the user. Simply enter the desired tax amounts. When selecting preview these amounts will be used in the calculations.
    • Regarding the effects of using the expanded view on the invoice print out.
      • If you select the expanded invoice line items check box you will have more control over exactly what amount get invoice to what service.
      • You will have the option when printing to either show the detail or not.

Note: If you want to create a Credit Invoice just fill in the fields as you ordinarily would when you create an Interim or Final invoice but put a "-" in front of all of the values that need to be credited.

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Multi or Batch Invoice

Multi Invoice
Multiple invoices can be created within the system through the use of the multi-invoice (i+) icon.
  • This icon is found both in a project to easily create project invoices or on the job find screen.
  • Clicking on the icon will allow you to create multiple invoices that will form a "batch" in the system.
    • You can search for the batch, print individual invoices or print a summary invoice which includes each invoice total as a line item.
    • Invoices can be created by estimated or actuals or from the remainder of either.
    • If you need to create the invoices each differently you have the option of creating individual invoices and attaching them to an existing or new batch on the update invoice screen.
For more detail on the process of creating and viewing batch invoices please have a look at the cheat sheet .

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Split Billing

The system permits the invoice to be billed to companies other than the client named on the job.

  • Any company set up as a contact set up in Function Point can be added as a contact to the job.
  • Once they're added as a contact to the job they can receive an invoice on the job if required.
  • This is a good option to use for 3rd party billing and/or splitting a job between two clients for items such as a joint media buy.

To create the invoice:

  • Select the company name that you wish to create the invoice for.
  • Select the tax group required for the company if different from the default.
  • Create the invoice as you normally would.

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