Invoice Editor MP - Invoice Tab

Status

In the top left you will see one of four status'. Draft, Approved, Issued or Paid. Please see the Invoice Browser for a more in depth explanation of these status'.

Current invoice approvals

Invoice Name

The invoice name is autopopulated, but can be manually renamed while still in draft mode. The autopopulated name is derived from two other settings in Projector. The first is the engagement billing setting, Create an Invoice for Each. This setting allows you to group billable items together by Client, PO#, Engagement, or Project. This setting is then combined with the Account Settings Editor to determine the name format. Please see the account settings editor documentation for information on how you can tailor the name to suit your organizational needs.

Payment Terms

Choose a payment term for this invoice. See the section on Payment Terms for more information.

Invoice Date

This date is used to determine the accounting period that the invoice issue transaction will be placed in when it is queued for transmission to the accounting system. You may set the date manually, or otherwise it will be set to the date that the invoice is issued. This date is also used as the start date for payment terms, such as net 30.

Accounting Period

Only available if Allow user to override accounting period on invoices is checked on the Billing tab in System Settings. Used to select the desired accounting period for associated AR transactions related to this invoice. Only accounting periods open for AR are available in this list.

Invoicing Culture

This setting affects how the invoice will be rendered. Projector provides a predetermined list based upon the invoice's currency. For example, the Euro is used for a number of different countries. Each country would show long dates in their own language. Or some countries use periods for digit groupings vs commas. This setting ensures that your invoice is rendered properly for your target audience. There is a big difference between an invoice Pay By date of 01/10/2012 from 10/01/2012 depending on where you live!

Invoice Time by the

Choose whether to bill by the hour or by the day. See Hourly vs. Daily Billing for more information.

Invoice template

The style of printed invoice to use. For more information on templates see Invoice Templates

Manage

Opens the Invoice Template Manager. From here you can enable or disable invoice templates, rename them or edit them.

Time gross amount

Cost gross amount

Invoice Preview Preferences

Time

The client amount of all time cards on this invoice. To view details visit the time card review tab.

Cost

The client amount of all cost cards on this invoice. To view details visit the cost card review tab.

Milestone payments

Client amount for milestone, as specified on the Milestones tab

Taxes

Choose a tax type to apply to this invoice. Projector will compute the amount.

Gross invoice amount

The client total of time, cost, milestones and taxes

Prepayments

For each contract line item (CLI) on this invoice, a row is shown along with the Available Balance. Prepayment balances are per CLI and cannot be used to cover other engagements.

T&M / NTE - The balance can be used to pay all or a portion of the invoice. Enter an amount in the Applied Prepayment field to do this. This applied prepayment amount may not exceed the available balance or the invoice total. To create a prepayment balance, see our Prepayment Invoices article.

FP - For Fixed Price contracts this area isn't used. It merely reflects your deferred revenue balance based on revenue recognized and invoiced milestones up to the invoice date. If you see a negative balance here, it is because recognized revenue exceeds invoiced milestones.

The descriptors above apply in most cases. The one case where it ends up not being completely accurate is when you run revenue recognition on a T&M or NTE engagement. In these cases, the revenue recognition process is going to alter your deferred revenue balance. So you may see a prepayment balance due to rev rec or even a negative prepayment balance if your revenue recognition exceeds your invoiced time cards.

Net invoice amount

The grand total of the invoice and the amount the client is expected to pay

Address information

The address details that will appear on the invoice

Billing instructions

Optional workflow Instructions to people within your organization regarding this invoice. These instructions will not appear on the invoice. One thousand character limit.

Client message

Optional message to the client that will be printed on the invoice. This is a rich text field, which means that you can cut and paste in from Microsoft Word and the printed invoice will retain the custom formatting. The field does not look like it is styled, but it is. To stop the field from being rich text you must delete all characters and save the invoice. You can now type in plain text in the field. Four thousand character limit.

Purchase Order Number

Enables you to associate an optional PO number with this invoice

Client, Engagement, Project Information

The bolded Client, Engagement, or Project will indicate the invoice scope. If none are bolded then this is a PO level invoice. The grid will show one row for each engagement that can be included on this invoice, regardless of whether that engagement currently has any time, cost or milestones on this invoice.