Invoice Editor MP - Cost Card Review Tab

The Cost Card Review tab lists all the cost cards currently included on the invoice. It displays the net effect of all adjustments, access to the history of cost cards, and provides powerful tools to adjust, transfer, add, and exclude cost cards.

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

This form is reached by opening an Invoice from the invoice tab, and selecting the Cost Card Review tab.

From here you can easily see how much the employee was reimbursed for the expense and how much the client would get billed for the expense if the invoice was issued as is. Values reflect all pending or approved adjustments, but not rejected adjustments.

You can make cost card adjustments by checking the checkboxes next to each card and selecting an adjustment type from the menu at the bottom of the screen. See the sections below on each of the cost card adjustment types for more information.

Permissions and Settings

To perform adjustments such as write up/down, transfer, split, etc the accounting period must be open for adjustments.

The following people can perform cost card adjustments.

Users with the cost center permission Create and Approve Invoices
PMs for all projects on the invoice

Adjustments are queued and only executed once the invoice is issued. There is an exception to this rule, splits and project transfers occur as soon as the invoice is saved.

Display Options

Configure this form to display information in a manner that best suits your needs by using the following tools:

Group by -- Cards are grouped together by Project or Resource via collapsible buttons
View at -- Expand or collapse the groups by making a selection from this list

Cost Card Grid

Card information is displayed in the columns of the grid.

Column	Description
Checkbox Column	The first column contains checkboxes. Check cards that you would like to modify. Modification details are discussed later on in this document.
Project, Resource	The project to which the cost was reported, and the resource that reported the cost. Collapse or expand or expand groups by pressing the plus ( + ) sign or minus ( - ) sign.
Expense Document	The name of the expense document (expense report, soft cost or vendor invoice) the cost card is on
Incurred Date	The date the cost was incurred. This date is specified by the resource when filling out expense reports or by an administrator when creating vendor invoices or soft costs.
Expense Type	The expense type associated with this card
Status Icons	– This card has a nonstandard value. This means that the value is not what it would have been by default. – This time card has adjustments that were approved – This time card has an adjustment that is not yet approved. To approve it visit the adjustment summary tab. – This time card has a zero client amount and has been suppressed from view on the printed invoice. Cards are automatically suppressed if the system setting Automatically suppress display of zero-amount cost cards on invoice is ticked.
Disbursed Amount	The amount that the resource was reimbursed, minus VAT, converted into the Engagement Currency.
Markup	The amount by which the cost card has been written up or down. Some expense types have . Pre-invoice - The default markup for the expense type plus any pre-invoicing adjustments Invoice -- The amount by which the cost card has been written up or down on the Invoice Editor MP
Markup %	The total markup divided by the disbursed amount
Client Amount	This is the amount that the client will get billed for this cost card. It is calculated by adding the total markup to the disbursed amount.
Description	The text entered in the Description field by whoever created the cost card. The description can be edited by using adjustments discussed below.

Totals for the time and financial columns are displayed in the following rows at the bottom:

Total of checked cards	Totals up all the checked cost cards. The number of checked cards is shown in parentheses.
Grand total	Totals up all cost cards on the invoice. The number of cards on the invoice is shown in parentheses.

Add Cost Cards

From the multi-select drop down click Include cost cards on invoice. The following dialog is shown where you can search for cost cards to add. Only cost cards that are submitted will be displayed. If a cost card is not yet approved for invoicing then it shows up in results, but cannot be added to the invoice. Review the list of returned cards and check the box beside each card that you wish to include. Checking the box in the first row checks off all cards. Finally click OK to add the cards to the invoice.

Parameter	Description
Search string	Projector searches in the following fields Project Name Project Code Resource Display Name Resource Employee ID Invoice name (this is not used for adding card. It is only useful when adding cards for a credit, see crediting below)
Only show cards that can be included on this invoice	Checking this box will find cards ready for invoicing that meet the invoice parameters. Otherwise, submitted, but not approved cards are shown.
Date Range	Search within a specified date range. Leave either the start or end date blank to search from the beginning or end of time.
Explanation	Enter a reason for the inclusion of the cards. When viewing card history this note will be viewable.