System Settings Editor Billing Tab
Using this tab you can specify invoice approval criteria, govern who has permission to create and issue invoices, and specify your billing address.
To reach this screen go to Administration Tab | Setup Heading | System Settings | Billing subtab and click edit.
Permissions and Settings
To make changes on this tab you need the global permission System Settings set to Update.
Management Approval
Projector has a three level approval process for invoices. You can read about the levels in our Approve Invoice help page. Management approval can optionally be required when invoices cross certain thresholds. For example, managers must approve invoices that exceed 10% or $1000 beyond typical rates. Management approval helps ensure invoices are accurate when they are issued.
Management Approval is required only if the net invoice adjustments exceed the thresholds. Adjustments made prior to invoicing are not taken into account.
The Amount and Percentage values are an OR setting, if either threshold is exceeded the invoice gets flagged.
The flag is triggered whether the amount or percent is positive or negative.
To require management approval for all invoices, enter zero for both fields.
To never require management approval, leave both fields blank.
So what is the baseline amount of an invoice? That would be the value of the time and expenses if there were no write ups or write downs. If the cumulative value of all write ups/downs exceeds thresholds, then the invoice gets flagged for management approval. To learn more about invoice approvals and the workflow associated with them please see Approve Invoice.
Managers that can grant approval have the cost center permission Management Approval of Invoices
The currency of the Threshold Amount will be in your company's base currency .
Permissions
This section provides powerful permissions that allow users to cross typical boundaries between the Project Management department and Finance department. You should carefully consider what your organization's invoicing workflow will be before making changes to these settings.
Ticking each of these settings grants additional permissions to users. Essentially tearing down the wall between what a Project Manager can do and a Finance Manager can do. This simplifies the number of steps required to create, approve, and issue invoices - collapsing the number of people required for invoicing from three to just a single person. The first three options, PM Can Create, Approve, and Issue Invoices, allow people who typically play a project management role to handle the invoicing process on their own. The fourth option allows a centralized person, typically someone from the finance or operations teams, to execute the process without the need for input from the project management staff.
In the descriptions below, a PM as someone who fits any of the following three criteria for all projects on the invoice.
Engagement Manager
Project Manager
Can Act as Project Manager
Setting | Description |
|---|---|
PM Can Create Invoices | Any PM can go to the Invoices tab and create a new invoice for their projects |
PM Can Issue Invoices | Any PM can open an invoice for one of their projects and issue it |
PM Can Approve Adjustments | Any PM can grant finance approval for adjustments on invoices for their projects. |
Finance can act as PM | Allows finance users to approve invoices adjustments on behalf of project managers. To perform these approvals, a finance user must have Create and Approve Invoices permission enabled for the cost center in which the project is based. |
PM Can Void Invoices | PM can void an invoice if they are PM on all projects on it |
PM Can Delete Invoices | PM can delete an invoice if they are PM on all projects on it |
To learn more about these permissions in real world scenarios see our Invoicing How To.
Invoice Fields
These fields will be rendered on your Projector invoices.
Logo
Your logo is printed on the cover page of your invoices. Click on Change to browse to select a new logo from your computer. Click on the multi-select drop down arrow and choose Clear to remove the logo. Click on the logo image itself to see a full-sized version of your logo image. Please see the additional notes below for help on selecting an appropriate logo image.
For acceptable print quality we recommend a logo resolution of 300dpi or greater. The following image formats are supported:
png - transparent pixels are rendered black
jpg
bmp
gif
tif
The dimensions of the printed logo depend on whether you are using our new invoice templates or legacy templates.
For the new invoice templates, the logo is scaled to fit within a 325px by 105px box - without distorting the aspect ratio. So if you had a tall, thin logo - it would be shrunk to fit within a height of 105px and the width would be cut down so as not to distort the image. The opposite would occur for a short, wide logo. You can change the size of the rendered logo and its scaling options with the Template Editor.
For legacy templates, the logo size is calculated by dividing the horizontal and vertical pixels by the DPI. In the chart below you can see what size three example images would be rendered as.
Resolution (pixels) | DPI | Printed Size |
|---|---|---|
900 x 600 | 300 | 3in x 2in |
200 x 200 | 100 | 2in x 2in |
900 x 600 | 100 | 9in x 6in |
DPI What?
If dpi and resolution settings give you a headache then contact Projector support and we will be glad to assist you.
Custom Fields
Projector's new custom invoice templates obviate the need for these fields, but they are included for support of legacy templates. This section allows up to five user-configurable name/value pairs to be shown on printable invoices. These fields are also shown on new invoice templates to support legacy functionality, but if you need to change a new invoice template it makes sense just to go in and edit the template instead.