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| Field | Description |
|---|---|
Billing Instructions | Specific billing instructions for this client. The person that prepares the client's invoice will see these instructions, but the client will not. |
Payment Terms | Payment Terms define when payment of client invoices are due. They appear on printed invoices and in accounts receivables transactions sent to an accounting system. They dictate the time period in which an invoice must be paid and whether the organization is offering a monetary incentive for early payment. Choose from any of the options in this drop-down menu, or create additional options on the Payment Terms admin form. |
Billing Cycle | When creating new invoices, you can find invoices that need to be created based on the billing cycle.
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Purchase Order Number | New invoices for this client will automatically populate with the specified PO Number |
Bill Time By | Bill the client on either an hourly or daily basis. This option controls the availability of the Adjust for Daily Billing time card adjustment. It also affects the display of legacy templates to show days instead of hours in columns. This option does not apply when you have chosen one of our new templates. Because these new templates are editable, the expectation is that you will change the template to match your time display criteria. |
| Receipt Handling | Display receipts when this invoice is saved or mailed as PDF?
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| Prepayment Handling | If a prepayment balance exists, automatically apply as much of the balance as possible to the current invoice.
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| Tax Type | Automatically apply taxes to invoices for this client |
Client Message | An optional message to be displayed on the client's invoice |
Invoice Template | The layout that will be used for this client's invoices. For example, you can select a template that shows billed time broken down by who submitted it or by which project it was submitted to. |
| Invoicing Culture | Cultures govern how numbers are displayed (currency symbol, periods, commas, etc) on invoices. This drop-down menu will list only those cultures that are appropriate based upon the engagement's currency. For example, if the engagement's currency is Canadian dollars, you will have two options for culture: English (Canada) and French (Canada). For some currencies, there are no options for culture. In these cases, this option is disabled. |
Invoice Creation
Billable items that are added to an invoice on creation.
| Field | Description | |
|---|---|---|
| Invoice Scope | When creating an invoice. Projector searches for all billable time cards and cost cards. It then groups them onto invoices based on your scope. For example, if you invoice at the project level and a client has two projects, we generate two invoices. |
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Milestones are not mentioned in this dropdown, but they are affected by your choice. "Together" really means Time + Cost + Milestones all on the same invoice if possible. When would it not be possible? Milestones optionally have a project. If you are invoicing time and cost at the project level, but the milestone doesn't have a project, we can't stick them together. Rather, a separate invoice will be created for just the milestone. The invoice will be at the engagement level. If you choose the "separately" option then separate invoices are created for time, cost and milestones. |
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Purchase Orders behave in a special way. |
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| Client | Create an invoice for all engagements under this client. If there were five engagements then all billable items would be brought onto a single invoice. | ||
| Purchase Order Number | Create an invoice for all engagements with matching PO numbers. If you have three engagements with the same PO number, all billable items are brought onto a single invoice for all three. | ||
| Engagement | Create a separate invoice for each engagement. Individual engagements have all billable items on a single invoice. | ||
| Project | Create a separate invoice for each individual project. If you are using milestones with this selection, it is a good idea to make sure that milestone is associated with a project. If the milestone is not associated with a project, we'll create a separate invoice for it at the engagement level instead. | ||
| Invoice Content | Do you want to group time cards, cost cards, and milestones together on the same invoice? Some clients pay labor invoices more quickly than expense invoices or vice-versa. This is often done when one or the other requires more scrutiny. Billing for time/expenses/milestones separately may help your organization get paid faster. This setting only affects invoice creation. You can always go into an invoice after it is created and join time/cost/milestones together as you wish. The name here is misleading as it also covers milestones.
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