Enter / Edit a Project Invoice

Create or Edit an Invoice

Project Invoices can be created directly from a Project or through the Cycle Billing process, which will automatically generate multiple invoices.  When Invoices are created directly from a Project, line items also need to be generated from the invoice.  

This article provides guidance on creating an invoice directly from a project. For Cycle Billing configuration, see the Generate a Cycle Billing article.
To generate or edit invoice line items, see the Edit Invoice Lines article. To print or post an invoice, see the Print and Post Project Invoices article.

Procedure

  1. Navigate to a project.
  2. Select the Invoice tab
  3. Select the + New Invoice button in the Invoice tab or select the Invoice Number of an existing invoice to edit that invoice.
  4. A new invoice form or existing invoice is displayed, configured with default values from the project.
  5. Set the desired Cutoff Date and edit other field values as needed. 
  6. Select the Save or Save & Close button to save the invoice.

Invoice Fields

An invoice has the following fields. Most fields default from the parent project, many can be revised as needed on a invoice:
  • Invoice Number:  Auto assigned by ProjectStream next number feature on first save of the record.   
  • Customer:  Customer being billed.  This will default from the Project and can be overridden on the invoice. 
  • Bill to Address:  Bill to Address of the Customer.  Will default from the Project and can be overwritten on the invoice.  
  • Deliver To Address:  Delivery to Address of the Customer.  Will default from the Project and can be overwritten on the invoice.   Changing the Deliver To Address will update the  
  • Tax Schedule:  Defaulted from the Project, can be overwritten on the invoice.  Overriding the tax schedule here will update all budget lines that have tax options set as “based on address” to this tax schedule. 
  • Cycle Billing Batch:  Cycle Billing Batch that this invoice belongs to.  Used in the Cycle Billing process.  
  • Price List:  Defaulted from the Project. It is the price used to calculate billable amount on project budgets.  This cannot be modified on the invoice.  
  • Payment Terms:  Payment terms defaults from the project and will be integrated with the back office Accounts Receivable system.
  • Status:  Initial status is New, and the status is updated to Posted when the invoice is posted. 
Note

A new invoice cannot be created if there is an existing unposted invoice. If you wish to create a new invoice where an existing unposted invoice exists, either delete or post that existing invoice.

Note
The Invoice tab is only displayed for valid active projects with a relevant  Project Type and  Project Class, as defined in the  Settings configuration. Project tabs can be configured to be shown/hidden based on the project type and project class. If you do not see the Invoice tab for your project, it is because the project type and project class has been configured to not allow invoicing by hiding the Invoice tab from the project view.

Create a Retainer Invoice

To create a retainer invoice make sure that there is a retainer  Amount specified on the Project record that has not already been billed (the  Remaining amount should be greater than zero). The retainer configuration on the project is found in the Settings tab. 

Procedure

  1. Navigate to a project.
  2. Select the Invoice tab
  3. Select the + New Invoice button in the Invoice tab or select the Invoice Number of an existing invoice to edit that invoice.
  4. A new invoice form or existing invoice is displayed, configured with default values from the project.
  5. Set the desired Cutoff Date and edit other field values as needed. 
  6. Select the Save button to save the invoice.
  7. Generate the retainer by selecting the Process menu button, then select the Bill Retainer menu item. Once completed, the bill retainer invoice line items can be found in the Fee Lines tabs within the invoice form view.
  8. The retainer billing amount will be set to the Remaining amount of the project retainer. To change the amount of retainer to be billed in this invoice, click the invoice line item and edit the Unit Price field to an amount less to or equal to the remaining amount. Save or Save & Close the invoice line item.
Note

To delete a retainer invoice item, click on the retainer line item and select  Delete on the Quick view form of the retainer invoice line item.

Configure Billing Retention

Withholding of retention amounts based on a retention % on an invoice is automatic in ProjectStream. To set the retention % on a Project record, set the  Retention % on the  Settings tab when viewing a project form. The retention % value then adjusts the amounts on all SOV, FP and T/M invoice lines in the invoice to withhold the retention % amount from the invoice.

Delete an Unposted Invoice

Procedure

  1. Navigate to a project.
  2. Select the Invoice tab
  3. Select the invoice row to be deleted. The row will highlight and a checkmark will be displayed at the beginning of the row.
  4. Select More... menu item (three vertical dots), then Delete Invoice.

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