Invoicing

Invoicing is the process of billing the client(s) for the work performed on the Job Order; specifically the legal entity of a client. In order to create an Invoice for a Job Order the following conditions have to be met:

The Job Order's Dispatch Complete date has to be entered by a dispatcher in the Basic Information section of the active Job Order.

The Job Order's Job Finish date has to be entered by a Coordinator.

The Billing Sheet has to be submitted by a Coordinator and approved by Billing.

The Pricing Sheet for a client has to be submitted by a Billing user and approved by a user with a Billing Administrator role.

Note: the user must be allowed to work in an office that the Invoice is for, in order to create the Invoice.

Note: the user creating an Invoice cannot approve it, unless the System Administrator has granted them permission to do so via their user account.

The following diagram shows where the Invoice tasks fit into the overall workflow:

An Invoice can be created using either Individual Billing in which an Invoice is created from a single Pricing Sheet for a client, or through Consolidated Billing where an Invoice is created from a Pricing Sheet for a client and then additional Pricing Sheets for the client originating from other Job Orders are added to the Invoice.

Invoice Basic Search Screen Functionality Features

This search and listing screen allows existing Invoices for Job Orders to be quickly located without having to first navigate through a Job Order's Billing tab.

The Invoice search and listing screen can be accessed from the Invoices link on the main menu:

Creating an Invoice

After a Pricing Sheet has been approved, a new Invoice can be created from that Pricing Sheet by clicking Create Invoice. Note that this button will only be available when the Pricing Sheet has been approved:

After populating these sections, the Invoice can then be issued.

Basic Info

The Basic Information section of an Invoice contains the general Invoice entry fields:

The Basic Information section stores the following information:

1. Invoice Date, Invoice Number, Reference Number, P.O. Number and Status: specifies the date of the invoice (required), the number (generated by the system), as well as any reference number and P.O. Number and the invoice's status (will be empty until approved).

2. Invoice Order: lists the Job Order for which the Invoice applies to. For information about each field see Job Orders - Basic Information.

3. Vendor: specifies the  office and legal entity who is billing for the job. This is automatically populated by the system with 's information.

4. Bill To: specifies the legal entity who is to pay for the invoice. Most of the information is populated by the system based on the legal entity specified for the Job Order. Additional contact information can also be added here include a name, description/notes, phone number, and email address.

Line Items

The Line Items section lists each billable item and its related pricing information. These items come from the Pricing Sheet(s) included in the Invoice:

The following fields and controls are available on this screen:

1. Line items fields: o Item (required): the billable item being billed for including pricing information o Description (required): a description of the item being invoiced. o Qty (required): the quantity of that item.

• Qty Units (required): the applicable quantity type for the item (e.g. bbl). o Unit Price (required): the price per unit. o Split %: the amount to bill each client. o Discount %: any discount to be applied to the line item. o Amount Before Tax: the total billable amount before tax. o Tax Amount: the amount of tax to apply to the bill.

• Total: the total amount of the invoice.

2. Totals: the totals before and after tax which were calculated using the Calculate button.

3. Calculate: when clicked, calculates the amounts including totals per line item and the grand total. 

4. Currency Drop down: specifies the currency that the total amount is in. Note: the currency must match that specified in the Bank Details section.

Bank Details

The Bank Details section allows for the selection of an  electronic bank account that the client is to use to pay for the invoice. The selectable Bank Details is pre-populated and administered in the Directory information for  LLC.

To specify the bank account to use:

1. Select the appropriate bank account from the Bank Details drop down.

2. Ensure that the currency matches that specified for the line items.

3. (Optional) Add information and/or Snippets to the Invoice Comments section in case there is any additional information of interest to the client regarding the Invoice.

Attachments

The Invoice Attachments section allows for files related to the invoice to be uploaded and associated with the invoice. Note that these can only be added by Billing Assistants and Billing Administrators.

Note: an invoice must be saved as Draft or via Quick Save before attachments can be added.

Initially, the section will appear as shown below:

To add files, click Add New File and the screen will expand as shown here:

Click Choose File to add a new file and then select a category from the Select Category drop down and enter a description. To add additional files click the "+" button.

Once all files have been specified, click Upload to upload the files to the  Inspection Management System.