Creating an Invoice

After running Invoice Calculation (BR120) to calculate billing transactions, use this procedure to create the invoice. In addition to the invoice, this program automatically creates history, Project Accounting and General Ledger transactions, and Accounts Receivable records.

To create an invoice

  1. Access Invoice Print and Interface (BR121).
  2. To define the activity structure for which you want to create an invoice, use the following guidelines to enter field values on the Activity tab:
    Activity Group List, Activity Group, Activities, or Activity List

    Select the activity group list, activity group, specific activities, or activity list for which you want to create an invoice.

    Note: Invoices are created for all billable activities included in your selection.
    Update

    Select Yes (Y) to create an invoice, general ledger transactions, journal entries, and Accounts Receivable invoice records. Select No (N) to only generate a report.

  3. Use the Customer tab to define additional selection criteria. Use the following guidelines to enter field values:
    Company Group or Company

    Type or select the company group or company for which you are creating an invoice. The combination of company, customer, and contract is used to select the transactions included in the invoice.

    Customer

    Type or select the AC or AR customer for which you are creating an invoice. The combination of company, customer, and contract is used to select the transactions to include on the invoice.

    Contract

    Type or select the contract for which you are creating an invoice. The combination of company, customer, and contract is used to select the transactions included on the invoice.

    User Name

    Type or select the system user name for who created the invoice.

  4. Use the Other Options tab to further define your selection criteria. Use the following guidelines to enter field values:
    Invoice Range

    To print a range of existing invoices, select a beginning invoice prefix, a beginning invoice number, and an end invoice prefix, and an end invoice number.

    Date Range

    To print invoices generated within a date range, type a beginning and end date, in the format MMDDYY.

    Reason code

    Type or select a reason code for creating the invoice.

    Suppress Unit Totals

    Select whether to prevent unit totals from being included in all invoices. If you select Yes, unit totals still appear on the invoice lines, but not in the totals. The default is No.

    Suppress Units and Rates

    Select whether to prevent all units and rates from being included in all invoices. The default is No.

    PO Nbr interface

    Select whether to generate the invoice(s) using WBS Invoice Number (1) or Customer PO Number (2). The default is WBS Invoice Number.

    Note: The WBS is a sequential invoice number for the invoice group which is maintained on the activity (AC10). This is used by Government contractors to keep invoices sequentially numbered when billing different posting activities separately within a contract.
  5. To define print option parameters, use the following guidelines to enter field values on the Output Options tab:
    Invoice Comments

    Select whether to include invoice comments on the invoice. The default is No.

    Invoice Register

    Select whether to include an invoice register with the invoice. The default is No.

    Bill/Unbill Report

    Select whether to include a report which shows billed and unbilled amounts. The default is No.

    Letter of Credit Summary Report

    Select whether to create a report that sorts invoice transactions by letter of credit number assigned to the contract. It provides a total amount for each letter of credit. The default is No.