Edit Invoice Lines

Generate Invoice Lines

Invoice lines can be generated automatically from the project budget line items, based on the cut-off date of the invoice. Invoice lines are organized into four types of invoice line items. The four types are separated in the invoice by similarly named tabs in the invoice:
SOV Lines (schedule of value): Specific to AIA billing, these lines....
FP Lines (fixed price): invoice lines that are identified as fixed price line items in the budget. The billing amount is set as a fixed price for that project task. This invoice line item requires a billing amount to be set before posting.
T/M Lines (time & material): invoice lines that are identified as time & material line items in the budget.  The billing amount is set based on the quantity (ie hours) and unit price for that project task. This invoice line item requires a quantity and/or unit price value to be set before posting.
Fee Lines: invoice lines that are identified as project fees in the budget.
If no existing invoice line items (unposted line items) exist in an invoice, invoice line items can be automatically created by selecting the  Process menu button, then select the  Generate Lines menu item. Once completed, relevant invoice line items can be found in their tabs within the invoice form view.

Delete Invoice Lines

Invoice lines can be deleted by selecting one or more lines in the relevant invoice line tab, and then selecting the Delete Invoice Line button.

Edit SOV Invoice Lines (AIA Billing)

SOV (schedule of value) invoice lines are found in the SOV Lines tab on an invoice. This type of invoice line item requires a billing amount or percent complete to be set before posting.

Procedure

  1. Open an invoice and select the SOV Lines tab.
  2. Select a SOV invoice line for editing by clicking anywhere on the line. A dialog box will open, showing the details of the line item.
  3. Enter a billing amount in the Billing Amount field. Enter a negative billing amount if crediting or returning the invoice line item. Validation of the amount will ensure that it does not exceed the Budget Amount less the Previously Billed Amount.
  4. Optionally, Retention Percent may also be set.
  5. Select Save or Save & Close to save the invoice line item.

Edit Fixed Price Invoice Lines

Fixed price invoice lines are found in the  FP Lines tab on an invoice. 

The FP invoice line has the following fields:
  • Line Item:  Assigned by ProjectStream.  Value can be overwritten.  
  • Project Task:  Assigned by ProjectStream.. it is the Project Task assigned to this Project Invoice… This value cannot be overwritten. 
  • Project Budget:  Assigned by ProjectStream.. it is the Project Task assigned to this Project Invoice… This value cannot be overwritten. 
  • Existing Product:  If the Invoice line is based on Project Purchase Invoice then the existing Product (from the Product Catalog) may be populated.  Value is assigned by ProjectStream and cannot be overwritten.  
  • Tax Schedule:  Defaults from the related Project Budget… the value can be overwritten.   It will be used to calculated Tax amounts and GL distributions on the transaction.  
  • Bill Type:  Defaulted from the Time and Material Transaction and cannot be overwritten. 
  • Budget Amount: Total amount budgeted for the project for this line item.
  • Previously Billed: The amount of this budget item billed on previous invoices 
  • Percent Complete:  percent complete (calculated) of the budget.
  • Earned Amount:  Amount of the baseline Budget Amount that has been earned on the project.  Calculated as budget amount x percent complete. 
  • Billing Amount:  Amount of the Fixed Price budget that is being billed on this invoice.  This amount can be modified by the user and can also be negative (credit, return) if there is a previously billed amount. Validation of the billing amount will ensure that it does not exceed the Budget Amount less the Previously Billed Amount.
  • Retention Amount:  Automatically calculated by ProjectStream.  Equals the billing amount times the Project Retention %..  Automatically recalculates when billing amount is change. 
  • Amount:  Amount before Tax 
  • Tax:  Calculated by ProjectStream (*requires the Avalara Tax Calculator extension).
  • Extended Amount:  Total Amount of the Line including Tax.  Calculated by the system. 

Procedure

  1. Open an invoice and select the FP Lines tab.
  2. Select a fixed price invoice line for editing by clicking anywhere on the line. A dialog box will open, showing the details of the line item.
  3. Edit invoice line fields if the default field entries need modification.  
  4. Optionally, Retention Percent may also be set.
  5. Select Save or Save & Close to save the invoice line item.

Edit Time and Material Invoice Lines

Time & Material invoice lines are found in the T/M tab on an invoice.

The T&M invoice line has the following fields:

  • Line Item:  Assigned by ProjectStream. Value can be overwritten.  
  • Project Task:  Assigned by ProjectStream, it is the Project Task assigned to this Project Invoice… This value cannot be overwritten. 
  • Project Budget:  Assigned by ProjectStream, it is the Project Task assigned to this Project Invoice… This value cannot be overwritten. 
  • Existing Product:  If the Invoice line is based on Project Purchase Invoice then the existing Product (from the Product Catalog) may be populated. Value is assigned by ProjectStream and cannot be overwritten.  
  • Tax Schedule:  Defaults from the related Project Budget, the value can be overwritten. It will be used to calculated Tax amounts and GL distributions on the transaction.  
  • Bill Type:  Defaulted from the Time and Material Transaction and cannot be overwritten. 
  • Quantity:  Defaulted from the Time and Material Transaction (Purchase Invoice, Timesheet, Employee Expense, Inventory Trx, etc). Can be overwritten on the invoice line. Enter a negative quantity if crediting or returning the invoice line item.
  • Billing Rate:  Defaulted from the Time and Material Transaction (Purchase Invoice, Timesheet, Employee Expense, Inventory Trx, etc). Can be overwritten on the invoice line. 
  • Amount:  Amount before Tax 
  • Tax:  Calculated by ProjectStream based on the Tax Schedules assigned to the associated Invoice lines 
  • Extended Amount:  Total Amount of the Line including Tax. Calculated by the system.  

Procedure

  1. Open an invoice and select the T/M Lines tab.
  2. Select a time & material invoice line for editing by clicking anywhere on the line. A dialog box will open, showing the details of the line item.
  3. Edit invoice line fields if the default field entries need modification. 
  4. Select Save or Save & Close to save the invoice line item.

Edit Fee Invoice Lines

Fee invoice lines are found in the Fee Lines tab on an invoice.  This type of invoice line item requires a quantity or billing amount to be set before posting.

Procedure

  1. Open an invoice and select the Fee Lines tab.
  2. Select a fee invoice line for editing by clicking anywhere on the line. A dialog box will open, showing the details of the line item.
  3. Enter a quantity in the Quantity field and/or enter a billing amount in the the Billing Amount field.  Enter a negative quantity or billing amount if crediting or returning the invoice line item. A default unit price value will be provided from the corresponding budget line item, the unit price may be edited for the invoice. 
  4. Select Save or Save & Close to save the invoice line item.

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