Managing Invoices

Modified on Fri, 1 Mar at 10:27 AM

The following actions can be performed on Invoices:

Adding Pricing Sheets to an Invoice

Issuing Invoices

Emailing Invoices

Reviewing Invoices

Creating a Credit

Creating a Supplemental Invoice Marking an Invoice as Paid

Adding Pricing Sheets to an Invoice

For Consolidated Billing, line items from Pricing Sheets of other Job Orders can be added to an Invoice, as long as the additional Pricing Sheet(s) are for the same client.

To add a Pricing Sheet to an Invoice:

Ensure that that the Yes option for Will this be part of an invoice hold more than 1 pricing sheet has been selected for the Pricing Sheet from which the Invoice is being created for, as well as each Pricing Sheet that is to be added (see Pricing Sheets for more information on this field).

Click Add Pricing Sheets:

Select the Pricing Sheets to add from the pop up which appears and click Add. The additional line items will appear in the list of Line Items and the Job Order numbers associated with each Pricing Sheet added, will appear in the Basic Info section.

Issuing and Approving Invoices

After the Invoice has been created, the Invoice is ready to be issued and approved. Issuing an Invoice

Before issuing, first ensure that the following have been populated:

Invoice Date

Bill To contact information (optional)

Bank Details selected

Totals calculated, using the Calculate button.

To issue the Invoice, click Save and Issue near the bottom of the Invoice screen.

Upon issue, the Invoice will now be locked and can be reviewed if necessary, and then approved (described below).

Approving and Disputing an Invoice

After an Invoice has been issued, it can be Approved or Disputed by a Billing Administrator. Approving an Invoice will signal to the system that it is ready to be sent to the client.

To approve an Invoice:

Open the Invoice from the Invoice search and listing screen.
Search for the Invoice to open.
Open it by clicking on its link.
Select Approve from the Invoice's Action menu.
Confirm the approval when the confirmation message appears by clicking Approve:

Email the Invoice to the client using the facilities provided on the Invoice screen.
Reviewing Invoices
After an Invoice has been issued, it can be reviewed at any time but not edited.
There are two main methods for accessing an Invoice for review:
Method 1 - The Invoice search and Listing Screen
If the Invoice number is known, the Invoice can be directly accessed by searching for it on the Invoice search and listing screen and clicking on the Invoice's number in the search results list.
Method 2 - The Job Order's Billing Tab
A link to the Invoice can be found beside the client's Pricing Sheet on the Job Order's Billing tab:
Both methods display a read-only view of the Invoice. If necessary, a Credit can be created (e.g. when a client disputes an item on the invoice).
Emailing Invoices to the Client
Once approved, an invoice can be emailed to multiple recipients.
To email an invoice first locate the invoice to email in the invoice list and click on the invoice number to display the invoice's information. Then perform the following steps:
1. Select Email Invoice from the Actions menu.
2. Enter the email addresses in the To and Cc fields on the Email Invoices dialog that appears.
3. Review the Subject and Message fields which are pre-populated by the Inspection Management System as well as the Attached Invoices.
4. Click Send to send the invoice to the specified recipients.
Creating a Credit
If a change needs to be made after an Invoice has been issued, then a Credit must be created. A Credit results in the voiding of the existing Invoice through the creation of a new credit Invoice. After creating the credit, a new Invoice will then need to be created.
To perform a Credit:
1. Open the Invoice.
2. Select Create Credit from the Actions menu.
3. Enter a reason for the credit in the Reason for Credit pop up which appears. Note that a Snippet can be selected from the snippets... field, if desired.
1. Click Add Note. This will set the status of the original invoice to Credited and result in the creation of a new Invoice containing the same invoice number as the voided invoice, but post-fixed with "CM" to indicate a credit.
2. Enter the required invoice date.
3. Click Calculate to void all line item prices.
4. Click Save and Issue. The original invoice will then have a status of Credited.
5. Re-open the Job Order from which the Invoice was created, navigate to the Billing tab and select Create Rebill Invoice from the Associated Invoice menu. This creates a new invoice which can be used as a starting point to bill the client with.
Creating a Supplemental Invoice
Supplemental invoices are separate invoices that can be created using the basic information of an existing invoice as a starting point. They're useful for adding additional line items such as those that were subsequently added onto the Billing Sheet after a Pricing Sheet’s creation, and missed in an original Invoice. However, a supplemental invoice does not contain the line items of the original invoice.
To supplement an existing invoice:
1. Open the existing invoice and select Create Supplemental Invoice from the Actions menu:
A new invoice will be created with a new invoice number and populated with all of the details from the existing invoice except for the line items.
1. Enter a new Invoice Date and adjust any other fields as necessary.
2. Save the invoice using one of the following:
  1. Quick Save: saves the changes.
  2. Save as Draft: saves the changes and sets the status to draft.
  3. Save and Issue: saves the changes and issues the invoice to the client.
Marking an Invoice as Paid
Once payment has been received by a client for an Invoice, the ‘paid’ status will automatically be sent from the accounting system to update the invoice's status.
Printing Invoices
A printable-PDF version of an invoice can be generated by selecting View PDF from the Actions menu when viewing an existing invoice. This will generate a PDF similar to the following: