Sometimes clients want you to transfer prepayments between invoices in Projector. For example, if they have left over money on a PO they want to apply somewhere else. Or, the client may have no idea you need to roll over a prepayment. You may create new projects each year for a client and want to rollover a balance from the old project to the new project.
Projector associates a prepayment with a specific invoicing level. If you bill at the project level, then the prepayment is tied to that project. If you bill at the PO level, then the prepayment is tied to the PO. Problems arise when you want to use that prepayment on a different project or PO.
This help document explains how to transfer the prepayment.
Solution 1
Use two milestones to transfer the remaining balance. We'll use a PO for the sake of clarity.
- Create a new, negative milestone for the prepayment amount against the original PO.
- Issue that invoice. Don't send to the client.
- Create a new, positive milestone for the prepayment amount against the new PO. In the milestone description list where the balance came from.
- Issue that invoice. Don't send to the client.
You now have a new prepayment amount on the new PO.
Solution 2
Temporarily invoice at a higher level to consume the prepayment.
- Set the engagement, or engagements, to invoice at a higher level. For example, change it from Project to Engagement. Or PO to Client.
- Create a new invoice. The prepayment is available on this new invoice.
- Issue invoices until the prepayment is consumed
- Change the invoice level back down to the lower level.
Keep in mind that the higher level invoice will get time/cost/milestone from all available items in that category. So if you switched to Client level invoicing you could potentially sweep in time/cost/milestone from all of that client's projects. Make sure you only bill what you are supposed to until the prepayment is consumed.
Solution 3
Void and reissue.
- Void the original prepayment invoice
- Adjust the milestone amount to reflect the actual prepayment amount that was used
- Reissue the original invoice
- Make a new milestone for the prepayment balance on a new invoice