The To be invoiced screen will be displayed when Display is clicked at Projects ➔ Entries ➔ Invoice proposal. For more information, see Generating invoice proposals. This screen allows you to obtain the overview of the authorized realizations and purchase journal entries to be invoiced, based on the criteria defined at Projects/Entries/Invoice proposal and/or in this screen. You can then generate the complete, partial, or extra sales invoices for the transactions linked to the projects, based on sales orders or purchase entries.
You can further filter the entries by defining one criteria or more. A list of options will be displayed if you click at Project manager, Project, Selection code, and Cost center. From the list, make a selection, and then click Select.
Type or select a project manager to display entries linked to projects with this project manager.
Type or select the debtor who placed the sales order to display entries linked to this debtor.
Type or select the debtor who will be invoiced to display entries linked to this debtor.
Click Advanced to expand the search criteria. Once clicked, you will see the Project, Selection code, and Cost center fields, as well as Include: Related, and Status check boxes.
Click Simple to hide the search criteria.
Type or select a warehouse to display entries linked to this warehouse.
Select a financial year to display entries made within this year.
Type a period or month to display entries made in this period of the selected financial year.
Select this check box to display entries which have not been invoiced in the defined period and on the subsequent periods. By default, the period defined at Period at Projects ➔ Entries ➔ Invoice proposal is displayed beside the check box.
Select one of the following options to display the corresponding entries:
Note: This is available only if you select the Allow: Purchase invoice check box in the Invoice lines section at Project settings.
Type or select a project or range of projects to display entries linked to this project(s). Select the All check box to display entries linked to any project. If you only select one project, the Include: Related check box will be enabled.
Type or select a selection code to display entries linked to this selection code.
Type or select a cost center to display entries linked to projects with this cost center.
Select this check box to display entries linked to projects related to the selected project. The relationship can be one of the following:
Note: This check box is enabled only when you select a single project at Project.
Select the Proposed, Active, Completed, and/or Blocked check boxes to display entries linked to projects with the corresponding status.
After re-defining the search criteria, click Refresh to display the list of entries that meet the search criteria, as shown in the following example:
Note: If you click Columns, you can define whether you want to automatically complete the corresponding sales orders.
Click this to expand or collapse the details linked to the corresponding customer or debtor, respectively.
This column displays the number and name of customers.
This column displays the code and description of projects linked to the corresponding customers.
This column displays the invoice methods defined for the corresponding projects.
This column displays the planned amount in the defined currency.
This column displays the amount of the invoice that has been postponed.
This column displays the amount of the realized entries.
This column displays the total amount that has been invoiced.
This column displays ‘0.0’ if you want to create an invoice with zero amount.
This column displays the proposed invoice amount.
Select the check box under this column to select the entries to be invoiced.
This column displays the amount of discount.
This column displays the amount that will be postponed.
This column displays the amount to be invoiced.
This column displays the defined currency.
Click this to refresh the screen based on the latest criteria defined.
Click this to export the information to Microsoft Excel.
Click this to view or maintain the sales order linked to the selected entries.
Note: This is enabled only when you select a project.
Click this to view or maintain the maintenance screen of the selected project order.
Click this to generate the term invoices if you have selected Fixed at Invoice method. For Fixed projects, once the final term is generated, the sales order will be automatically fulfilled.
Note: This is enabled only when you select an authorized term.
Click this to obtain an overview of authorized entries to be partially or extra invoiced.
Note: This is enabled only if you select a Time & Material project.
Click this to authorize the selected entries linked to the selected projects.
Click this to select all projects to be invoiced at once, or remove the selection from all projects. Once clicked, all the check boxes under the Auth. columns will be selected or cleared.
Click this to start generating invoices for the selected entries. Once clicked, the Create invoice screen will be displayed. Type or select an invoice code linked to the project order. The system will automatically fill in the Person according to the sales representative of the project order that needs to be invoiced. The Person field is applicable only if one project is selected. Click OK or Cancel to confirm or cancel the invoice generation, respectively. Once the invoice is created, the corresponding project will be removed from the Lines section.