This process is used to create the preconditions for and carry out invoicing in projects.
Invoices are printed and updated to accounts receivable after using this process. The account entries are also transferred to General Ledger.
The process can be started when the following prerequisites are met:
The section below describes the activities in this process.
During the preparation, you decide the type of invoicing to use in the project. The available types are:
Fixed price invoicing can be done for the whole project or parts of it. Advance invoicing, Partial invoicing and Final invoicing can be done on the project level.
The supporting information for on account invoicing is created when outcome is generated or invoice lines are entered. Outcome is retrieved from the project elements flagged as input to on account invoicing. The invoice proposal is priced when the outcome is generated.
The valid pricing alternatives for on account invoicing are Pricing based on outcome and Manual pricing in the invoice proposal.
You can adjust a fixed price after the final invoice is sent.
Supporting information is created manually for pro forma invoicing, but does not affect project invoicing.
You can invoice detailed transactions from Service Order and Time Accounting. The process is referred to as Service Projects. At the delivery of Service Order and the transfer of time reports to General Ledger, the detailed transactions are logged for on account invoicing.
The detailed transactions can be reviewed and maintained in 'Logged Transaction. Open' (POS488).
Invoice lines for on account invoicing are generated from the logged transactions using the option Accumulate Details in 'Project Invoice. Open'.
Once the invoice lines are created, the process in the same as valid for on account invoices.
Only one type of invoicing can be done for each invoicing activity. If different types of invoicing are done in the same project, you must enter a separate activity for each.
You enter the amount to invoice in an invoice proposal. You can also change invoice line amounts generated for on account invoicing before invoicing.
Invoice proposals can be printed when created. You can use the draft invoice printed for pro forma invoicing or to check the invoice. Invoices can be connected and monitored. For more information, refer to Project Scheduling.
Locking Invoice Proposal
The invoice proposal can be locked and its status set to Ready to invoice, before the invoice is printed. You cannot change the invoice proposal after locking. The locked invoices can be unlocked before invoicing using the same alternative.
If invoicing is done directly in an invoicing activity, a separate step is not needed to lock the invoice proposal. In this case, the proposal is locked automatically when the invoice is printed.
An invoice document must be connected to the project order so an invoice can be printed. The documents entered in the project order type are connected to the project when it is created.
You can print invoices from the project's invoicing activity for each invoice at a time. You can print them from a menu so all locked invoices are printed at once.
Either a credit or debit invoice is printed depending on whether the invoice total is negative or positive. The invoice is an internal invoice if the invoice amount is zero.
'Project Invoice. Display' (POS350) displays the contents of each invoice and the account entries that have been transferred to the general ledger.
Invoice copies can be printed from a separate menu selection. If invoicing is stopped for any reason or has not finished, you can restart it from a menu selection.
Functionality exists which makes it possible to create a 'Parallel invoice number' for customer invoices. The rules for this are defined in 'Additional Payment Reference. Open' (CMS090). The only available 'Reference number type' is 1='Parallel invoice number'. The 'Parallel invoice number' can only be added to the XML when an invoice document is created. The 'Parallel invoice number' is saved in the FSAPRN table together with the invoice number.
After creating the invoice in 'Project Invoice. Print' (POS180), the invoice will be updated in accounts receivable and will be displayed in 'Acc Receivable. Display' (ARS200) and an invoice document will be printed.
The 'Parallel invoice number', will be displayed in 'Customer Invoice. Change' (ARS201).
Transfer to Accounts Receivable and General Ledger
Account entries for invoicing are transferred to accounts receivable and the general ledger. In the invoicing parameters, you specify whether this is done when the invoice is printed or separately.
If the payer is customer type 7 (internal customer), then accounts receivable is not updated. This is so even if the invoice amount is zero. All invoice lines and charges are included in calculating the invoice total.