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 |
|---|---|
Search string | Quickly find invoices by typing in a search query. This returns results from the invoice, client, engagement, purchase order and project fields.
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Cost Center | Open the drop-down menu to choose from the tree of cost centers created for your organization. |
Only show invoices that |
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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.
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Search Results
Each invoice returned from a search is described by the following columns.
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 |
Invoice Status
An invoice is always in one of the following status'. An invoice typically flows from Draft -> Approved -> Issued -> Sent -> Paid.
Status | Description |
|---|---|
Draft | A draft invoice is available for editing. Time cards, cost cards and milestones can be added or removed. Adjustments and transfers made. |
Approved | Once a draft invoice has been approved it becomes approved. At this point adjustments can still be made, but they could trigger the invoice to go back into draft mode until the adjustments are reapproved. |
Issued | Approved invoices can then be issued. See the issuing invoices section below for more information. Once issued, an invoice is locked from any further changes. It can now be transmitted to the client and the accounts receivable system. |
Sent | An email has been sent to the client |
Send Failed | Projector encountered an error trying to send the email. See the Invoice Editor MP - Distribution Tab for the error details. |
Paid | An issued invoice can be marked paid. This is informational only and will not generate AR or GL transactions. |
Overdue | The invoice has not yet been marked paid, but is beyond the invoice payment terms. |