Generating contract invoices by contract group

  1. Sign in as Project Accountant or Project Administrator.
  2. Select Project Processes > Invoice Processes > Generate Invoices.
  3. Specify this information:
    Contract Group
    Select a custom group. A custom group is a user-defined group of contracts to run invoicing. For example, you can group by contract type.
    Posting Date Selection Range, Through
    Specify the posting date range to select the records to generate. 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 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 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 for invoicing. You can create groups of expenses to run invoicing. For example, you can create a selection group for pass through transactions. The selection group does not include time and materials or cost plus transactions.
    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
    Specify the date to use for the invoice date.
    • The invoice date is used for fees and event based billing methods.
    • The invoice date is used to determine posting projects that are valid.
    • The invoice date is the date stamped on the invoice and passed to the tax system to calculate tax.
    • The invoice date is passed to accounts receivables and used to determine the invoice due date.
    • The invoice date is used as the journal transaction date for entries generated by the journalize invoices actions.
    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.
    Invoice Maximum
    Specify an invoice maximum to bill for contracts with a transaction-based billing method. The maximum is applied to each contract invoice in the contract group. The maximum is spread across all funding sources that are invoiced. If expenses exceed the amount, then a partial transaction is invoiced.
    Print Status
    This field is only displayed if the Third Party Invoice Print check box is selected on the Options tab of the Finance Enterprise Group. Select the status for the invoices. The print status can be updated on the invoices in a created or journalized status. The ProjectContractInvoice business class is queried by the third party invoice system for PrintStatus = Print. This status indicates to the third party to create an invoice.
    Billing Group
    Optionally, select a billing group. Only funding sources with the billing group are invoiced.
  4. Click Submit.