Invoice & Posting - List Invoices

Overview

The List Invoices screen is used to view, edit, delete, complete, void, uncomplete, print or email existing invoices.  The resulting list of invoices presents summary information about each invoice, including amount, payment terms, invoice date, by whom and when an invoice was created, completed, extracted, printed or emailed.  In the case of voided invoices, you'll also see details indicating which invoices have been voided and reference information for the reversing invoice.

The draft invoice edit feature is available to add Additional Items, manage attachments, modify header, footer, description and memo details, and defer or write off individual items from appearing on an invoice.

Group Invoices (those Invoices that are comprised of multiple projects), will always be represented by the Lead Project of the Invoice Group in this listing (even if you searched for one of the Contributor Projects). These items will be distinguished in the listing with a diamond () symbol.

 

Roles

This screen is available to users having any of the following roles: Administrator, P&R Administrator, Billing Manager, Billing Viewer (and their alternates).

 

License

This screen is available with the Project Tracking, Project Portfolio, and the Project Financials family of Unanet licenses.

 

Topics covered on this help page include:

 

You may also be interested in:

   

Search

Using the List Invoice Search screen, you can refine the list of invoices with which you have interest.  

Field Descriptions (click on a link below for additional information):

 


List

From this screen, you can use the available icons to view, edit, delete, complete, void or uncomplete a particular invoice.  Using the delete all ( ) or approve all () icons you can impact all of the draft invoices displayed in the list.  Invoices that have previously been completed are frozen from further modification and cannot be deleted.  Note that completed invoices can be uncompleted (even if they are marked extracted), at which point you may be able to make additional changes (or even delete the draft invoice and unpost the associated data).

The edit icon () is used to modify draft invoices to add Additional Items (i.e. additional fees, discounts, taxes, etc), customize the header, description or memo fields, or defer specific items from being included on the invoice.  See Invoice Editing for additional information.  

Group Invoices (those Invoices that are comprised of multiple projects), will always be represented by the Lead Project of the Invoice Group in this listing (even if you searched for one of the Contributor Projects). These items will be distinguished in the listing with a diamond () symbol.

 

Drill Down Note: You can click on the value in the Balance column to view the Invoice Balance Details popup report.

 

 

The resulting list will resemble the following example.

Field Descriptions (click on a link below for additional information):

 

 

Drill Down Note: You can click on the value in the Balance column to view the Balance Details popup report.

Invoice - Balance Details Popup

The Invoice - Balance Details Popup report will resemble the following:

 


Invoice Emailing & Printing

When selecting one of the Invoice Delivery Method options on the Search tab, the resulting list will include a series of leading check boxes and either an Email or Print button.   You can select one or neither option in the Invoice Delivery Options section, but not both.  If you select neither option, the resulting list will not have the leading check boxes on each row nor will any Email or Print button be presented.  

When selecting either option, several other search screen controls will have their values defaulted, including Status, Default Delivery Method, and Actual Delivery Method.  Note that these are default suggestions and the user can further manipulate the choices in each of those controls as they desire.

Regardless of whether you select Email or Print, the invoice will be generated into a PDF formatted file available for print or available as an attachment to an email.  The filename will be invoice_number.pdf.

You can email and print an invoice as often as you desire.

Note that you can only email valid (non-voided, non-voiding), completed invoices, while you can print any invoice.

 

 

Print

Selecting one or many check boxes and clicking on the Print button will present the user will a screen resembling the following.  Using this screen, you can click on an individual invoice (in a PDF format) for viewing and potentially printing.  Additionally, you can click on the Download all invoices link which will download a single zip archive file containing all of the individual pdf invoice files.  Using this zip file, it is possible to multi-select one or many included files and send multiple files to the printer at once.  

 

At the time the print button is clicked and the resulting list of invoice PDF files is displayed, the included invoice records will each be updated with the current user's name, date and time of the activity.  As such, if you had selected the option to list only invoices that had yet to be printed or emailed, clicking the Back button will return you to an empty list (as they will now have been stamped as having been printed).

 

Email

Selecting one or many check boxes and clicking on the E-mail button will initiate the emailing process. You will first see the E-mail Invoices screen:

This screen allows you to review the full contents of the email, including all attachments. You can proceed to email valid invoices with all required attachments, and skip the invoices that are missing attachments. Select the check box next to the invoices you wish to email (all are selected by default). In addition, you can click on the invoice number to download the invoice PDF, and you can click on the attachment name to view the attachment. Only attachments that were marked as "Email with Invoice" (see Attachments) will be included on this page. Click on the E-mail button at the bottom of this page when ready to email.

During the email process, the system will attempt to email each selected invoice.  The system will provide feedback for each invoice individually, listing any errors that may have occurred.  If an error occurs for any given invoice, that invoice will not be emailed, but the system will continue and process the remaining invoices selected.

 In order to use the emailing capability, the following conditions must be met:

 

Note:  At the time an Invoice is sent, the values supplied in the body of the email for the following fields: ($BILL_TO_CONTACT_NAME, $BILL_TO_CONTACT_FIRST_NAME and $BILL_TO_CONTACT_LAST_NAME) will all be derived from the values related to the current Bill To Contact associated with the invoice (i.e., on the List Invoices >> Edit Invoice >>  Invoice >> Setup screen).  The default values (if none exist on the invoice) come from the project (Project Profile >> Billing >>  Invoice Setup screens).

 

At the time the email button is clicked and the feedback presented, those invoice records successfully sent will each be updated with the current user's name, date and time of the activity.  As such, if you had selected the option to list only invoices that had yet to be printed or emailed, clicking the Back button will return you to an empty list (as they will now have been stamped as having been emailed).

 

Email Process

If all of the conditions above are met, then each invoice is processed as follows:

  1. Email template selected.
  2. Required From and To emails determined.
  3. Optional CC, BCC and Archive email addresses determined.
  4. Read Receipt and Delivery Receipt indicators set -- if specified on the Project Profile >> Billing >> Invoice Setup >> Contacts tab, additional indicators are sent with the email message.

Note that while these receipt settings work across many email systems, they are not supported on all email systems.  For example, IMAP-based email systems have been known to return read receipts even when a message has not been opened, or fail to send a receipt even though a message had been read.  Further, many email client prompt the user for their permission to send the receipt.  As such, it is not necessarily a best practice to rely on read receipts to certify email delivery.

  1. Email message(s) sent.
  2. Invoice record updated with current user's name, date and time of the process.
  3. Feedback for each invoice processed displayed to screen.

 


Invoice Editing

Once a draft invoice has been created, you can edit the draft invoice and make changes (specific to this draft invoice only) including the following:

 

You can begin editing an invoice by clicking on the edit icon () from the list of invoices.  The resulting screen will include a preview version of the invoice as well as a series of options available on the left menu.  To edit details related to a specific section of the invoice, click on the desired left menu item.  Those sections that do not have any data to edit will be grayed out. If the user only has Billing Viewer role, or if the invoice is no longer in Draft status, all options will be grayed out except Invoice - Preview and Attachments. The following options will be available.

Administrators can set the following properties to control the default active tab for the screens that have Search and List tabs:

 

When these properties are set to zero, the List tab is always presented as the active tab. When set to a non-zero value, the List tab will display the full list of items included in an invoice when the number of items is less than or equal to the defined property value, otherwise, the Search tab will be the active tab. For example, if you define Default to List Tab on CP Expense List (unanet.customer_invoice.cost_plus_expense.search_enable.limit) with a value of 10 and there are 10 or less items in the CP Expense list, then the List tab will be the active tab. If there are more than 10 items in the list, then the Search tab will be the active tab.

You can also click on the PDF icon - -  in the top left corner of the page to download the invoice in PDF format.

Invoice - Preview

By default, the Preview option is selected and the preview of the invoice is displayed.  Which format your invoice has is specified on the Project >> Billing >> Invoice Setup screen, where one or many formats are designated.  The formats themselves are defined on the Admin >> Setup >> Invoice Format screen.

Note: The Primary Invoice Format from the Project >> Billing >> Invoice Setup screen is the format that is used in the preview.

 


Invoice - Setup

Clicking on the Invoice >> Setup left menu item will send you to a set of screens allowing you to modify a variety of header / footer invoice details.  The edit screens will resemble those available on the Project >> Billing >> Invoice Setup area.  Note that making changes on an individual invoice will only impact the current invoice and not those settings configured on the project profile.   Likewise, making changes to the invoice settings on a project profile will not have any impact to any existing draft or completed invoices.  The screens available to edit header / footer details on a single invoice will resemble the following.

 

On the Setup tab, the attributes than can be modified for the current invoice include:

Note: the format of the Invoice Date can be controlled via the Invoice Date Format (unanet.invoice.date_format) property.

 

 

All of the values on the Bill To, Ship To and Remit To sections of the Contacts tab can be overridden for the current draft invoice.  Those values in the Invoice Delivery Options section are read-only.

 

All of the values on the Additional Invoice Formats tab can be overridden for the current draft invoice.

 

All of the values on the Other tab can be overridden for the current draft invoice.


Adding Additional Items

Clicking on the Additional Items left menu item will send you to a set of screens allowing you to add one or many Additional Items to the invoice (e.g. Discounts, Taxes, etc).  

When adding an Additional Item you will need to supply:

You can add as many additional items as you like using the insert new row icon .

 

Invoice Amount Recalculation - Saving changes to Additional Items will trigger a general invoice recalculation process which has the potential to recalculate and re-derive the following invoice values: Due Date, Discount Date, Discount Amount and Invoice Amount (using the current rules from the current payment terms associated with the invoice and the current invoice amount).

 


Attachments

You can get to this screen by clicking on the Attachments left menu option after clicking the pencil icon from the invoice list screen, or by clicking the attachment icon next to an invoice on the list screen. From this screen, users with the following roles: Billing Manager, Administrator, or P&R Administrator, can attach one or more documents (such as expense report receipts) to an invoice, and they can delete attachments. Attachments can be added or deleted regardless of the invoice status, including voided and voiding invoices. You can also specify whether or not the attachment should be emailed with the invoice. Billing Viewers can only view and download the attachments.

Note: The Unanet Administrator may want to suggest guidelines with regards to what types of files may be acceptable to be used as Invoice attachments, particularly in the case where any documents are being scanned and saved as a graphics file. Certain graphics file formats are known to result in much larger files sizes than others and you may want to consider suggesting a specific file type to help control the amount of data being stored in your database.  Generally speaking, jpg and gif files tend to be much smaller than tif and png file formats.

To assist with the management of allowable attachment types and size, the administrator can use the following three properties: Maximum Size Allowed for each attachment  (unanet.attachment.max_size), File Extensions that are Not Allowed  (unanet.attachment.invalid_file_extensions) and File Extensions that are allowed  (unanet.attachment.valid_file_extensions).

 

Using this screen, the user can add or remove an attachment.  The Save button will save the changes to the attachment screen and display the screen below.

Field Descriptions (click on a link below for additional information)

 

 


Deferring Items and Write-Offs

In order to defer individual items from being included on an invoice or to write-off portions or all of an item, you can select from one of the left menu options. The buttons for deferring and write-offs will be at the bottom of those screens.

 

Note when using this approach, Saving this entry will allow you to write off the partial amount (that is, you would not want to click on the Write Off Selected button at this point, as that results in the entire amount being written off).

 

Additional Notes:

 

 

Details for each option described below:

 

CP Expense

You can refine the list of expense items using the Search screen.

Field Descriptions (click on a link below for additional information):

 

 

The resulting List screen allows the user to write off a portion or all of the amounts associated with a Cost Plus Expense item.  The list screen initially displays a single entry associated with each originating cost transaction.  The amounts displayed on this single entry will include the sum of all of the related billable amounts for the direct costs, indirect costs and fees associated with the originating cost transaction.  

Once the user edits a row, the entry may appear broken down into the individual billable direct cost, indirect cost and fee amount values that comprise the entry.  The user can then manually enter the Write Off or Billable Amount at a more granular level.

 

Example

If the originating cost transaction Amount is $200 and $100 is written off, then the Billable amount for all indirect and fee lines should be set to equal 50% ($100/$200) of their Amount value rounded to 2 decimal places.  The Write Off amount for each of these lines would then be set to the Amount – the new Billable Amount for each line.

 

CP Item

You can refine the list of CP items using the Search screen.

Field Descriptions (click on a link below for additional information):

 

 

The resulting List screen allows the user to write off a portion or all of the amounts associated with a Cost Plus Item. The list screen initially displays a single entry associated with each originating cost transaction.  The amounts displayed on this single entry will include the sum of all of the related billable amounts for the direct costs, indirect costs and fees associated with the originating item cost transaction.

Once the user edits a row, the entry may appear broken down into the individual billable direct cost, indirect cost and fee amount values that comprise the entry.  The user can then manually enter the Write Off or Billable Amount at a more granular level.

 

Example

If the originating cost transaction Amount is $75 and $37.50 is written off, then the Billable amount for all indirect and fee lines should be set to equal 50% ($37.50/$75) of their Amount value rounded to 2 decimal places.  The Write Off amount for each of these lines would then be set to the Amount – the new Billable Amount for each line.

 

 

CP Fee Cap Adjustment

You can refine the list of CP Fee Cap Adjustments using the Search screen.

Field Descriptions (click on a link below for additional information):

 

 

The resulting List screen allows the user to edit the CP Fee Cap Adjustment amounts posted when the Fixed Fee amount has been exceeded or additional fee recognized when the project is complete and the entire fixed fee amount had not previously been recognized.  The screen displays all of the CP Fee Cap Adjustments posted by the Billing Post(s).  If the user edits a row, they can manually enter a specific Write Off or Billable Amount.

 
 

 

 

CP Labor

You can refine the list of labor items using the Search screen.

Field Descriptions (click on a link below for additional information):

 

 

The resulting List screen allows the user to write off a portion or all of the amounts associated with a Cost Plus Labor item.  The list screen initially displays a single entry associated with each originating cost transaction.  The amounts displayed on this single entry will include the sum of all of the related billable amounts for the direct costs, indirect costs and fees associated with the originating labor cost transaction.

Once the user edits a row, the entry may appear broken down into the individual billable direct cost, indirect cost and fee amount values that comprise the entry.  The user can then manually enter the Write Off or Billable Amount at a more granular level.

 

Example

If the originating cost transaction Amount is $500 and $250 is written off, then the Billable amount for all indirect and fee lines should be set to equal 50% ($250/$500) of their Amount value rounded to 2 decimal places.  The Write Off amount for each of these lines would then be set to the Amount – the new Billable Amount for each line.

 

 

Fixed Price

You can refine the list of Fixed Price items using the Search screen.

 

Field Descriptions (click on a link below for additional information):

 

 

The resulting List screen allows the user to write off a portion or all of the amounts associated with a Fixed Price item.  The screen displays all of the Fixed Price Items on the invoice.  If the user edits a row, they can manually enter a specific Write Off or Billable Amount.

 

 

 

 

Funding Cap Adjustment

You can refine the list of Funding Cap Adjustments using the Search screen.

 

Field Descriptions (click on a link below for additional information):

 

 

The resulting List screen allows the user to write off a portion or all of the amounts associated with Funded Value Adjustment amounts posted when the Project or Task Funded Value has been exceeded and the user indicates that they want to limit billings to the Funded Value.  The screen displays all of the Funded Value Adjustments posted by the Billing Post(s).  If the user edits a row, they can manually enter a specific Write Off or Billable Amount.

 

 

Prebilled Labor

You can refine the list of Prebilled Labor  using the Search screen.

 

Field Descriptions (click on a link below for additional information):

 

 

Prebilled Labor items can only be fully deferred (i.e., there is no write-off capability for prebilled items).

Note regarding Prebilled Labor entries: You cannot defer them after any labor items have been used to offset any pre-billed labor balance.

 

T&M Expense

You can refine the list of expense items using the Search screen.

Field Descriptions (click on a link below for additional information):

 

 

The resulting List screen allows the user to write off a portion or all of the amounts associated with a T&M expense item.  If the user edits a row, they can manually enter a specific Write Off or Billable -- Cost or Amount and also specify a new Markup % to display on the invoice.

 

 

T&M Labor

You can refine the list of labor items using the Search screen.

Field Descriptions (click on a link below for additional information):

 

 

The resulting List screen allows the user to write off a portion or all of the amounts associated with a T&M labor item.  If the user edits a row, they can manually enter a specific Write Off (Hours or Amount) or Billable (Rate, Hours or Amount).

 

 

T&M Item

You can refine the list of T&M items using the Search screen.

Field Descriptions (click on a link below for additional information):

 

 

The resulting List screen allows the user to write off a portion or all of the amounts associated with a T&M Item.  If the user edits a row, they can manually enter a specific Write Off or Billable -- Cost, Quantity, Amount, Markup %, or Bill Rate.

 

 


Invoice Completion Process

When a draft invoice is Completed using one of the Approve icons ( or ), the following measures are taken:

 

Roles

This process is available to users having any of the following roles: Administrator, P&R Administrator or Billing Manager.   Note If the user is a Billing Manager, the user must have Manager Access for the specific project to be posted.

 

Primary Invoice Project

 

Invoice Prerequisites

 

 

General Rules for Posting Organizations and Accounts

 

 

General Rules for Posting to the General Ledger

 

 

General Order of Completion Processing

 

Prebilled Labor

T&M Time

 

T&M Expense

 

T&M Item

T&M Document Expense

 

Fixed-Price

 

Cost-Plus Labor

 

Cost-Plus Expense

 

Cost-Plus Item

Cost-Plus Document Expense

 

Fee Cap Adjustments

 

Funding Cap Adjustments

 

Additional Items

 

 


Auto-Correct Rounding

Whether the Auto-Correct Rounding feature is enabled by default, is controlled by the Auto-Correct Invoice Rounding (unanet.invoice.auto_correct.rounding.default) property.  Regardless of the default setting, the feature can be enabled or disabled on a draft invoice by draft invoice basis by editing a draft invoice and navigating to the Setup tab (where you can check or uncheck the Auto-Correct Rounding check box).

When enabled, the system will create write-off entries upon invoice completion to ensure posted values equal the amounts displayed on the invoice (i.e. to ensure the sum of the transactions agree with the values displayed on the invoice).

 

Items to note about the Auto-Correct Rounding:

  1. Rounding adjustments are only applied to invoices that have the Auto-Correct Rounding option enabled
  2. Rounding adjustments are only applied based on the invoice’s primary invoice format
  3. Rounding adjustments are only applied to items included in T&M Labor and T&M Expense sections
  4. Rounding adjustments are determined by the grouping defined for sections of this type
  5. Rounding is only applied to items that are included in a section of this type which is displaying:
    1. T&M Labor -- rate, hours and amount
    2. T&M Expense (includes document Items) -- cost, mark-up and amount  OR quantity, bill rate, and amount

 

Prior to invoice completion:

The effects of Auto-Correct Rounding are only evident when viewing the invoice’s primary format display. 

The rounding adjustments are included in the following for the primary invoice display:

 

The rounding adjustments are not included in the following for the primary invoice display:

 

The effects of Auto-Correct Rounding are NOT evident anywhere in the following prior to invoice completion:

 

Upon invoice completion:

Upon invoice completion, Auto-Correct Rounding adjustments will be applied to affected items based on the definition of the invoice’s primary invoice format.  At that time, the write-offs will be added to the affected items, and all invoice data will be updated to reflect the write-offs.

For those sections requiring a rounding write-off correction, the write-off will be applied to:

 

 

Potential Impact to Manual Write-Off Entries

Any manual write-offs applied to an invoice that is also calculating Auto-Correct Rounding adjustments, may be undone by the Auto-Correct Rounding calculations.

 

You can also review the Invoice Rounding topic in our Knowledge Center.


Invoice Deletion Process

When a draft invoice is deleted using one of the delete icons ( or ), the following measures are taken:

 

Preconditions:

  1. An invoice can only be deleted by an authorized user.
  2. An invoice can only be deleted if it is in draft status.

 

Deleting an invoice:

  1. Deletes all additional items associated with the invoice
  2. Resets all of the following associated with the invoice to un-invoiced:

 


Revising Invoice Amounts

Whether an invoice can be modified will depend on the status of the invoice and whether or not it has been marked as Extracted.  The options to revise an invoice amount include:

  1. Stand-alone correcting invoice - You could create another invoice for this project, using an Additional Item charge to reflect the positive or negative adjusting amount.  This may be the only item on the invoice.  To accomplish this, you could select the option ‘Include projects without unbilled data’ when adding a new Invoice.  In the memo field, you could indicate that this invoice is an addendum to the original invoice.  Do note that the new invoice will have its own invoice number and the original invoice remains in the system for historical purposes.
     
  2. Adjustment on a future invoice - Similar to the option above, you could include an adjusting Additional Item on the next regularly scheduled invoice (rather than creating a stand-alone invoice to contain the revised amounts).
     
  3. Handle externally - combined with Additional Item - Should your invoicing scheme involve manual creation of invoices (for customized needs), you could follow the process described in options 1 or 2 above, but then not send the resulting invoice to the customer, but instead correct your externally created invoice.  In this way, Unanet would reflect the correct billing and revenue numbers.
      
  4. Uncomplete invoice - If you have an invoice that has been completed, you may choose the uncomplete option (even if it is marked extracted), which could allow you to subsequently unpost the associated invoice data, which could then allow for further manipulation of the underlying data prior to re-creating the invoice.  See Invoice Uncomplete below for additional details.
  5. Invoice Voiding / Reversal - Should none of the options above meet your needs, you can use the void capability within Unanet, which assists with the creation of a new invoice that contains negating values for the original invoice.  To void an existing completed invoice, you can click on the void icon () which appears on the List Invoices screen. When using this option, the original voided invoice remains in the system (for auditing purposes), and the new voiding invoice will also be present in the system.  See next section for additional details.

 

Re-creating an Invoice (or better put - Creating the next Invoice for a Project)

To recreate the invoice (presumably with altered content), you will need to follow the same original procedures to Add an Invoice.  This is not so much of a re-creation, but rather a do-over, as the system will pick up all items that are currently eligible to be billed (which may be different than when you originally created this particular invoice).  

You will need to again decide which items to include and defer, implementing any custom overrides to header information, description and memo text, and adding any desired Additional Items.  

Essentially, you're not re-creating an invoice but simply creating the next invoice for the particular project (which may include the eligible billing items that were previously on a now voided invoice).

 


Invoice Uncomplete

To uncomplete a previously completed invoice (which may be desired such that you can further manipulate the invoice or potentially remove and unpost the data associated with it), an administrator can click on the void / uncomplete icon ().  Note that this option is only available to users having an Administrator role, and only when the Allow Users to Uncomplete Invoices (unanet.invoice.allow_invoice_uncomplete) property has been enabled.  When this property has been enabled, the following options will be presented:

Uncompleting an invoice will result in the following actions:

Note that invoices posted into closed Fiscal Periods or invoices generated by Historical Data Load (indicated by ) cannot be uncompleted.


Invoice Void

To void a previously completed invoice (i.e., create a voiding invoice with negating values), the user can click on the void icon (). Note that invoices generated by Historical Data Load (indicated by ) cannot be voided.

When the Allow Users to Uncomplete Invoices (unanet.invoice.allow_invoice_uncomplete) property has been enabled, and an invoice has yet to be voided, then clicking on the void icon () will present the Administrator with a pop-up menu containing two choices:

 

Selecting the Void option will present the user with the following popup, where you will need to supply values for the following fields and click on the Void button.

 

Field Descriptions (click on a link below for additional information):

 

 

 

Impacts of Voiding an Invoice

 

Example Voided Invoice

When viewing an invoice that has been voided, it will appear as it originally appeared, with one difference;  the word V O I D E D will appear at the top of the invoice in red, see example below.



 
Likewise, the voiding invoice will also very closely resemble the original invoice, with the following differences:

 


 


Void - Process

 

Invoice Voiding Prerequisites

 

General Rules for Posting Organizations and Accounts

 

General Rules for Posting to the General Ledger

 

General Order of Void Processing

 

Prebilled Labor

 

T&M Time

 

T&M Expense

 

T&M Item

T&M Document Expense

 

Fixed-Price

 

Cost-Plus Labor

 

Cost-Plus Expense

 

Cost-Plus Item

Cost-Plus Document Expense

 

Fee Cap Adjustments

 

Funding Cap Adjustments

 

Additional Items

 

 


Closed Fiscal Years

 

Posting to Closed Fiscal Year

When posting to or voiding a document from a closed fiscal year, and the document contains details for accounts having account types REVENUE and EXPENSE, where the credits and debits do not cancel each other out (i.e. the delta between the revenues and expenses is not = 0), this process will additionally need to generate an adjustment to the previously recorded RETAINED EARNINGS account for the closed year.  

Note the adjustment will be generated regardless of the existence of the RETAINED EARNINGS account for the year being adjusted.  

The adjusting transaction will have the following attributes:

 

 

Related Topics