Creating invoice summaries

Invoice detail lines are created when invoices are generated. You can also run the Create Invoice Summary action to create the invoice summary after invoices are generated.

This action needs to be run if any invoice edits have been made to an invoice with summary lines. Edits include: remove transaction, remove multiple transactions, or edit invoice line. When an invoice line is edited, the summary lines tab will disappear.
  1. Select Project Contracts.
  2. On the Contracts tab, open a contract.
  3. On the Main tab, select the Create Summarized Invoices check box.
  4. Specify this information:
    By Project
    Select whether to summarize on the posting, summary parent, or contract level to summarize. If this field is blank, then the invoice is not summarized by project.
    By Account/Account Category
    The field label depends on the dimension that is selected on the Billing Override Level field on the FEG. See the Options tab. Select the level to summarize. If this field is blank, then the invoice is not summarized by account or by account category.
    Alternate Chart
    Select the chart of accounts to use for invoice summarization when summarize by parent account is used. This field is only valid when the billing override on the finance enterprise group is account dimension.
    By Resource
    Select this check box to summarize the invoice by resource.
    By Billable Rate
    Select this check box to summarize the invoice by billable rate.
    By Fee Code
    Select this check box to summarize the invoice by fee code.
  5. Click Save.
  6. Select the Invoices tab.
  7. Generate invoices, validate the summary lines tab, and view the invoice.
  8. If the summarization is not as expected, change the summary parameters and run the Create Invoice Summary action.

    This action can also be run after invoices are generated, if the check box was not initially selected. Select the check box on the contract, add the dimension and the summary invoice format. Save the contract and run the action.

  9. Select an invoice group or project funding line and select Actions > Create Invoice Summary.

    When this action is run, the previously generated invoice and IDM document are deleted. You must run the Regenerate Printable Invoices action to view the printable invoice. See Regenerating printable invoices.

  10. Optionally, after journalizing invoices, run the Create Invoice Summary action to update the LTD invoice amount for the summary lines to include the current invoice amounts. Prior to journalizing this amount only includes the LTD Balances amounts. If the invoice template includes LTD amounts on the lines, also run the Regenerate Printable Invoices action.
    Invoice summarization includes the ability to print LTD invoiced balances for project billing override summarization. If summarization by resource is selected, no LTD totals are included or printed as LTD balances are not captured for resources.

    LTD Balances Constraints include:

    1. Only transaction based billing methods where invoice lines are based on a GLTransactionDetail expense record will have an associated LTD balance record. Includes standard, pass through and fee line types. All special line types including milestone, allowance, retainage and retainer, advance and applied advance will not have LTD balances.
    2. If summarized by billing override dimension, in conjunction with project or not, any summarized lines where the billing override dimension is blank will have no LTD amount calculated.
    3. LTD Balances will only print for summarized amounts invoiced. If the summarized amount for a project or dimension is zero, no summary line is created, thus no LTD is calculated.
    4. LTD Balances will not be printed or included on reversal invoices.