Create Invoice

Explanation

This activity is used to create an invoice. Depending on the default invoice method defined on the contract the system will suggest creating the invoice at a certain point in the processing of an Application for Payment. You may also decide to create the invoice manually by selecting Create Invoice from the right mouse button menu.

The invoice methods suggesting an invoice to be created at certain points in the application for payment process are Invoice on Submit Application, Invoice on Certify Application. If you want to manually handle the invoicing may choose Invoice After Certification. All these invoice methods are default suggestions only and may be overridden when processing the application.

If the invoice method on the application is set to Direct Invoice the system will force creation of an invoice instead of submitting an application. This will normally be used for contracts where you have an agreement with your customer to invoice them directly instead of running through the whole application for payment process. Doing direct invoicing will not create any application for payment postings.

If invoice method on the application is set to Invoice After Payment the must be created after matching the received payment with one or more applications for payment. The invoice will be created for the exact payment amount.

If a project specified as Project Unique Billing is entered in the Project tab of the contract, system will validate that no other projects are connected to the contract and update the Project ID on the Header. This also means that all the invoice lines created from this contract will also be unique to it.

Prerequisites

• Application must be submitted. If the Invoice Method is Direct Invoice, the application must be approved.
• A valid report code must have been defined in Sales Contract/Defaults tab.
• All previous applications (not considering previous applications in status Canceled) must have been invoiced or submitted (in status Submitted, Certified, Partially Paid or Fully Paid) before invoicing the current application. If there exist a previous application that is not invoiced or submitted, this must either be invoiced, submitted or canceled before submitting the new one. This is to avoid sending out applications with older contract contents and outdated valuation values.

System Effects

• Project invoice is created and released.
• Application for Payment is updated to Partially or Fully Invoiced.

Window

Application For Payment
Match Payment with Application

Related Window Descriptions

Application for payment
Match payment with application

Procedure

1. Open the Application For Payment window and query for the contract number.
2. Right-click and click Create Invoice.
3. Create Invoice dialog box will be opened.
4. Make sure that correct voucher date and user group is selected.
5. If you want to print the invoice, select the Print Invoice Specification check box.
6. Click OK.

An invoice can also be created by any of the following methods.

• Creating an invoice when submitting the application.
• Creating an invoice when certifying the application.
• Creating an invoice when confirming payments.

Creating an invoice when submitting the application.

1. Right-click in the Application for Payment window and select Submit Application.
2. Submit dialog box will be opened.
3. Select the Create Invoice check box
4. Click OK.

Creating an invoice when certifying the application

1. Right-click in the Application for Payment window and select Certify.
2. Certify Application dialog box will be opened.
3. Select the Create Invoice check box.
4. Click OK.

Creating an invoice when confirming payments

1. Open the Match Payment with Application window and query for the contract number.
2. Select the application that should be confirmed, right click, then click Confirm Payment.
3. Create Invoice dialog box will be opened.