Appending invoices

To add additional expense transactions to an invoice, you can run the Generate Invoices action and append the results to the existing invoice group. Allowances that were previously calculated are automatically adjusted. This action is available if the Single Project Invoices field on the contract is blank.

  1. Sign in as Project Accountant, Project Administrator, or Project Manager.
  2. Select Project Contracts.
  3. Select the Contracts tab and open a contract.
  4. Select the Invoices tab.
  5. Select Actions > Generate Invoices.
  6. Specify this information:
    Posting Date Selection Range, Through
    Specify the posting beginning and through date to select the records. The posting date range is used exclusively for transaction-based billing methods: Cost Reimbursement, Cost Plus, Time and Materials, or Rate Table. The expense transactions that are not yet billed must have a posting date that falls within the date range.
    Transaction Through Date
    Specify the transaction through date. If this field is blank, all of the transactions for the posting date range are selected.
    Selection Group
    Select a selection group. Selection group is the business class group that defines the transaction detail records to select for invoicing.
    Funding Source Date
    Specify the date used to determine valid funding sources, milestones, installments, advances, and retainers that are in effect.
    • The installment or milestone must be in a To Process status.
    • The installment or milestone date must be less than or equal to the funding source date.
    • The funding sources must be valid for the funding source date.
    Invoice Date
    Do not select a date. The date from the original invoice is used.
    Append to Existing Invoice Group
    This field is displayed if previous invoices have not been journalized. You can create a new invoice or add the records to a previous invoice. If you create an invoice, then this field must be blank. If you append a previous invoice, then select the invoice group for the to add the records. If the original invoice run group is generated using a billing group, then the same billing group must be used to append it.
    Apply Retainers
    Select this check box to apply open retainer invoices to the transactions that are selected for billing. Applying open retainer invoices reduces the amount of the invoice by the amount of the retainer that is applied. The retainer that is applied is displayed as a negative amount. If the retainer amount is greater than the invoice amount, only the invoice amount is applied as the retainer creating a zero invoice. The balance of the retainer is available for future invoices.
    Project
    When a summary project level is selected, the children for the summary are invoiced. The default value is blank, which invoices all posting projects and children for the project contract level. The project applies only to expense transaction records.
    Funding Source
    Optionally, select a single funding source. Funding sources are used to create an invoice by a project funding source. When this parameter is selected, invoices are generated as if the selected funding source is the only active funding source. A funding source that is less than 100% can be selected. When the funding source is less than 100%, the percent is used to create the invoice and the expense is marked as processed. No partial transaction is created.
    Invoice Maximum
    Specify an invoice maximum to bill for transaction based billing methods. A partial transaction is invoiced if expenses exceed this amount. The specified invoice maximum is spread across all funding sources that are invoiced.
    Print Status
    This field is displayed if the Third Party Invoice Print check box is selected on the finance enterprise group. The print status can be updated on invoices that are in a Created or Journalized status. The ProjectContractInvoice business class for PrintStatus = Print is queried by the third party invoicing system. The third party knows to create the invoice.
  7. Click Submit.