Invoice Browser

The Invoice Browser displays all your existing invoices and is where you go to create new invoices. In addition to browsing your invoices you can make bulk modifications to invoices like issue, void, mark paid or upload to the web. For easy to read introductions on common invoice actions please try our invoicing how-to guide.

The Topic of the Day: Invoicing webinar is a great resource to learn all about creating invoices on Projector Management Portal.

(click to enlarge)The invoice browser is reached by choosing View | Invoicing.

Permissions and Settings

To create an invoice you must have:

The cost center permission Create and Approve Invoices
Be a project manager and have the system setting PMs Can Create Invoices enabled

To issue an invoice you must have:

The cost center permission Create and Approve Invoices for all engagements on the invoice
The installation setting PM Can Issue Invoices enabled and the PM is the PM for all projects on the invoice

To void an invoice there must be an accounting period open for AR that is on or after the invoice's invoice date. In the event that the invoice's original AR period is now closed, it will hit the first open AR period after that. Note that the invoice date is different from the issue date. You can specify whatever issue date you like. In addition you will need the same permissions as someone who can issue an invoice.

Searching for Invoices

Invoices are only shown after you have run a search query See the table below for important information about which fields are searched.

Control	Description

Control	Description
Search string	Quickly find invoices by typing in a search query. This returns results from the invoice, client, engagement, purchase order and project fields. Search Client Name/Number and child client fields Engagement Name/Number Project Name/Number Engagement Manager names Project Manager names Invoice Number, Name, Previous Names PO Number
Cost Center	Open the drop-down menu to choose from the tree of cost centers created for your organization.
Only show invoices that	I can approve or issue – Invoices for which you have permission as a project manager, finance approver, or management approver to approve or issue will show up if this checkbox is checked. Invoices for which you have view permissions or for which you don't have any permissions will not show up. I need to approve or issue – Only invoices that need action from you to progress in the workflow will show up if this checkbox is checked. If an invoice has already been approved for all of the groups for which you have permissions (project manager, finance approver, or management approver), the invoice will not show up.
Show invoices with status	Each invoice can have exactly one of seven status'. They are Draft, Approved, Issued, Sent, Send Failed, Paid, and Overdue. An invoice typically follows this exact order during its lifecycle. Please see the Invoice Status section below for more details.
Date Range	All issued invoices have dates. Draft and Approved invoices will only have a date if you have set one. If no dates are specified then all invoices are returned You can leave the From date blank to find all invoices from the beginning of time until the specified To date You can leave the To date blank to find all invoices from the specified From date until the end of time Invoices that have not yet had an Invoice date set will be included only if the To date is left blank.

Search Results

Each invoice returned from a search is described by the following columns.

Results	Description

Results	Description
Invoice #	The invoice number is usually assigned automatically. Each time an invoice is issued, it uses an incrementally larger number. For example, INV00111, INV00112, INV00113. You can optionally enter your own invoice numbers manually. Duplicate invoice numbers are allowed, but not necessarily recommended, especially if you have an accounting integration. Invoices with the same number can cause confusion. Rather, try appending -R1 or -R2 to the original invoice number to indicate which re-issue this is. For more information on invoice numbering see Number Customization.
Invoice Name	A default name is created when an invoice is generated. They can be renamed using the Invoice Editor.
Client	The client expected to pay the invoice
PO Number	PO numbers can be manually entered through the Invoice Editor or inherited from Engagement or the Client
Engagement/Project	The engagement or project code depending on whether this is an engagement level or project level invoice. If this invoice spans multiple engagements then (Multiple Engagements) is displayed. The level of invoicing is determined by the client.
Invoice Date	The date of the Invoice. This date is used to determine the accounting period that the invoice transaction will be placed in when it is queued for transmission to the accounting system. This date is also used as the start date for payment terms, such as net 30. For draft invoices this value may be blank, but all issued invoices must have a date.
Status	The current status of the invoice: Draft, Approved, or Issued. See the Invoice Status section below for more information. If the column contains the paperclip icon ( ), the invoice has been posted to the Employee Portal's Legacy Project Workspace.
Approved By	Indicates which approvals have been given to the invoice, based on a checked or unchecked status in the areas of Finance, PM, Mgmt.
Counts	The current number of time cards, cost cards and milestones on this invoice
Invoice Value	The amount that the client is expected to pay. This column is not sortable because invoices can be in different currencies.
Currency	The currency the client is billed in