Exact Globe+

Generating invoice proposals

Menu path

Projects ➔ Entries ➔ Invoice proposal

Introduction

After you have authorized the realizations for your project or purchase invoices linked to the project at Projects ➔ Entries ➔ Authorize, you need to generate invoice proposals for the project and authorize them for billing purposes. Invoicing is required for all types of projects except for internal projects. Invoicing can be done during the course of a project or after the completion of the project. As such, you can generate partial or extra invoices.

In this screen, you can generate the invoice proposals for a project. You can generate the proposals for sales invoices based on the sales orders, and/or purchase invoices linked to the corresponding projects. However, sales invoices can only be created based on purchase invoices if is the sales invoices are created for Time & Material or Fixed projects and the Allow: Purchase invoice check box under the Invoice lines section at Project settings is selected. Besides that, you can generate sales invoices for purchase invoices with project and item codes with the Sales attribute. The VAT will not be taken into consideration when generating sales invoices. Once generated, the sales invoices created based on both the sales orders and purchase invoices can be grouped under the same project via Invoice ➔ Entries ➔ Group invoices. If a sales invoice is deleted, the invoice proposal will be reopened and hence you can regenerate the invoices. Once the invoices are authorized and printed at Invoice ➔ Entries ➔ Authorize, the revenues are recorded under the Financial section in the Basics tab of a project maintenance screen.

A project is ready to be completed when the budget (planning) costs are equal to the actual revenue (realizations). This means all its child projects and the linked sales orders, internal use requests, and purchase orders are completed, and invoices are printed. For more information, see Completing a project or project order, Auto completing projects, and How-to: Managing projects.

What version are you using?

The information in this document is applicable to product update 421 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I generate invoice proposals?

In the Projects > Entries > Invoice proposal screen, define the search criteria.
Click Display.
Define the fields.
Click Generate. For more information, see Overview of realizations and purchase journal entries to be invoiced.

Fields

You can filter the entries that you want to display by defining one or more criteria. A list of options will be displayed if you click at Project, Ordered by, Invoice to, Project manager, Cost center, Warehouse, and Selection code. From the list, make a selection, and click Select.

Project

Type or select a project or range of projects to display entries linked to this project(s). Select the All check box to display entries linked to any project. If you only select one project, the Include: Related check box will be enabled.

Include: Related

Select this check box to display entries linked to projects related to the selected project. The relationship can be one of the following:

Children of the selected project
Parents of the selected project
Children of the parent project

Note: This is enabled only when you select a single project at Project.

Entry type

Select one of the following options to display the corresponding entries:

Sales order — Select this option to display realization entries only. Once selected, Invoice method will be displayed.
Purchase invoice — Select this option to display purchase entries only. For Fixed projects, once you select this, you can generate the sales invoice before all terms are generated.
All — Select this option to display both the realization and purchase entries. For Fixed projects, once you select this, you can only generate the sales invoice after all the terms are generated. By default, this option is selected.

Note: This is available only if you select the Allow: Purchase invoice check box under the Invoice lines section at Project settings.

Status

Select the Proposed, Active, Completed, and/or Blocked check boxes to display entries linked to projects with the corresponding status.

Ordered by

Type or select the debtor who placed the sales order to display entries linked to this debtor.

Invoice to

Type or select the debtor who will be invoiced to display entries linked to this debtor.

Project manager

Type or select a project manager to display entries linked to projects with this project manager.

Cost center

Type or select a cost center to display entries linked to projects with this cost center.

Warehouse

Type or select a warehouse to display entries linked to this warehouse.

Selection code

Type or select a selection code to display entries linked to this selection code.

Invoice method

Select one of the following invoice methods:

Terms with final invoice
Fixed
Time & Material

Note: This is available only when you select Sales order at Entry type.

Financial year

Select a financial to display entries made within this year.

Period

Type a period or month to display entries made in this period of the selected financial year.

To be invoiced: Period

Select this check box to display entries which have not been invoiced in the defined period and in the subsequent periods.