To create an invoice, select the project with the contract you wish to update and drill into the contract.
Then go to the Invoice sub tab.
You need to update the progress of the % complete or add in claim quantity of the Deliverables and Variations in the Contracts Deliverable & Claims form.
On updating the deliverables and variations select the green Save icon and the claim amount will be displayed, as will any previously claimed amounts and % complete of the contract.
Once updated, invoices and progress claims can be raised by selecting the blue New Document icon and selecting the template required.
Selection of the Invoice template will; populate the document wizard, follow the steps.
You can select any of the steps and go back and forward using the checklist on the side of the document.
· Select the contract you want to claim for or the principle
· Enter the invoice date (the last invoice date is recorded for you)
· The claim number is populated – you can edit this field
· If this is an invoice that has already been paid – then select the check box
· Selecting the various check boxes allows the output format to show or hide the various deliverables and columns. It is also possible to modify the column headings, if required.
Note there are four layouts you can select to display the invoice in the finished document to suit your client requirements. These will each display a different heading for the columns in the table for both deliverables and variations.
Select the Column Layout drop down to choose your preferred option. You can change these whilst working in the invoice to review how they look.
Lump Sum - This layout is the standard layout showing all headings; Item, Ref, Agreed Revenue, Percent Complete, Claimed To Date, Previously Claimed and This Claim.
Time and Materials - This layout displays the headings; Item, Ref, Qty, Unit, Rate and This Claim.
Item - This layout only displays the Item, Ref and This Claim.
Once you have completed the document, it will need to be signed off so the information is then captured into the accounting system.
Once an invoice is signed off it will also update the Contract Summary with the progress complete and amount claimed to date.
The invoice can be emailed to the client and a transmittal captured for your records.
The revenue contract provides a register for deliverables, variations, extensions and invoices.
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