Exact Synergy Enterprise

 

Overview of billable, invoice term, intercompany, and credit invoice requests to be invoiced

Menu path

Modules ? Projects ? Reports ? Professional services automation ? Invoice proposals

Introduction

This page allows you to view information on the billable and invoice term requests for Time & material and Fixed price projects respectively. Also, you can select the required requests to be invoiced, and create an Invoice proposal request to group the selected requests. Intercompany and credit invoice requests are also supported on this page.

In addition, you will be able to do the following:

• Add billable lines to the invoice proposal groupings.
• Add text lines to the billable requests.
• Create invoice term requests.
• Remove billable lines that are not meant to be invoiced.
• Postpone billable lines that are not ready for invoicing.

Roles and rights

To view this page, function right 891 — Hour & expense invoicing is required. By default, users with the Project administration or Project invoicer role have this function right.

Note:

• For more details on function rights, go to Modules ? System ? Setup ? Security ? Function rights.
• For more details on roles, go to Modules ? System ? Setup ? Security ? Roles.

What version are you using?

The information in this document is applicable to product update 254 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I view the billable, invoice term, intercompany, and credit invoice requests of projects?

1. On the Invoice proposals page under the Time & material or Fixed price tab, define the relevant criteria, and then click Show.

Keep in mind: You can also access the Invoice proposals page by going to the project card, and then clicking Invoice proposals under the Project monitor section and in the Execution column. For more information, see Viewing project cards.

How do I invoice the billable, invoice term, intercompany, and credit invoice requests of projects?

1. On the Invoice proposals page under the Time & material or Fixed price tab, define the relevant criteria, and then click Show.
2. Select the required request(s), and then click Invoice. These selected requests will be linked to an Invoice proposal request, which will be created for the project manager for approval or rejection. A message "Click here to review the created invoice proposal request(s)" will be displayed on the Sales invoices: Requests - To be invoiced page.
3. Click the hyperlinked word "here" to display the Workflow: Search - Requests page with a list of the Invoice proposal requests created.

Keep in mind:

• You can also access the Invoice proposals page by going to the project card, and then clicking Invoice proposals under the Project monitor section and in the Execution column. For more information, see Viewing project cards.
• You can select multiple billable requests from different projects to be invoiced at the same time.
• When invoicing billable requests for a parent project and its child projects that are of the same division, customer, and currency, separate Invoice proposal requests will be created; one for the parent project and one for each child project.
• Requests that have been selected to be invoiced cannot be invoiced again. Hence, they will not be displayed on this page. These requests will be displayed again on this page only when the Invoice proposal request has been deleted or rejected.
• For more information on the process flow of an Invoice proposal request, see the Tips and tricks section.

How do I remove the groupings or billable requests from being invoiced?

1. On the Invoice proposals page under the Time & material or Fixed price tab, define the relevant criteria, and then click Show.
2. Select the required groupings or requests, and then click Remove. These selected groupings or requests will be linked to an Invoice proposal request, which will be created for the project manager for approval or rejection. Also, these selected groupings or billable requests will no longer be displayed on this page.

Keep in mind:

• You can also access the Invoice proposals page by going to the project card, and then clicking Invoice proposals under the Project monitor section and in the Execution column. For more information, see Viewing project cards.
• For more information on this feature, see the Tips and tricks section.

How do I postpone the invoicing of the groupings or billable requests?

1. On the Invoice proposals page under the Time & material or Fixed price tab, define the relevant criteria, and then click Show.
2. Select the required groupings or requests, and then click Postpone. These selected groupings or requests will then be moved to the Postponed lines page. These selected groupings or requests will be moved back to the Invoice proposals page on the first day of the next month. For more information, see Viewing postponed groupings or billable lines.

Keep in mind: You can also access the Invoice proposals page by going to the project card, and then clicking Invoice proposals under the Project monitor section and in the Execution column. For more information, see Viewing project cards.

How do I add new billable lines to invoice proposal groupings?

1. On the Invoice proposals page under the Time & material tab, define the relevant criteria, and then click Show.
2. Click the Add new billable line icon under the Actions column.
3. On the Add new billable line page displayed, fill in the mandatory information, and then click Save.

Keep in mind:

• You can also access the Invoice proposals page by going to the project card, and then clicking Invoice proposals under the Project monitor section and in the Execution column. For more information, see Viewing project cards.
• All fields with the “!” icon are mandatory.
• You can edit the billable lines added by clicking the Edit icon under the Action column, next to the billable line.
• Billable lines created via this page will not be displayed on the Hours & expenses page as they are already at the invoicing stage.
• When adding billable lines from this page, the value "0.00" will be automatically defined at the Realized duration field in the Hour planning & realization request. Also, No cost registration will be automatically defined at the Register cost field in the Hour planning & realization request.
• You cannot add a billable line for a project that does not need to be invoiced (the No invoice option is selected at the Invoice to field in the project card).

How do I add new text lines to billable requests?

1. On the Invoice proposals page under the Time & material tab, define the relevant criteria, and then click Show.
2. Click the  Add new text line icon under the Actions column.
3. On the Add new text line page displayed, type the description, and then click Save.

Keep in mind:

• You can also access the Invoice proposals page by going to the project card, and then clicking Invoice proposals under the Project monitor section and in the Execution column. For more information, see Viewing project cards.
• All fields with the “!” icon are mandatory.
• You can edit or delete text lines by clicking the Edit or Delete icon respectively under the Action column, next to the text line.

How do I create invoice term requests?

1. On the Invoice proposals page under the Fixed price tab, define the relevant criteria, and then click Show.
2. Click the  Add new invoicing term line icon under the Actions column.
3. On the Add new invoicing term line page displayed, fill in the mandatory information, and then click Save.

Keep in mind:

• You can also access the Invoice proposals page by going to the project card, and then clicking Invoice proposals under the Project monitor section and in the Execution column. For more information, see Viewing project cards.
• All fields with the “!” icon are mandatory.
• You can edit the invoice term requests created by clicking the Edit icon under the Action column.
• Non-billable PSA labor hour and standard items will not be displayed at the Invoicing term field. A labor hour or standard item is non-billable when the Billable check box under the Attributes section of the item card is not selected. For more information, see Creating and modifying items.

How do I invoice the billable, invoice term, intercompany, and credit invoices requests with the icon?

1. On the Invoice proposals page under the Time & material or Fixed price tab, define the relevant criteria, and then click Show.
2. Mouse over the  icon, and then click Dismiss the warning.
3. Select the required request(s), and then click Invoice. These selected requests will be linked to an Invoice proposal request, which will be created for the project manager for approval or rejection.

Keep in mind:

• You can also access the Invoice proposals page by going to the project card, and then clicking Invoice proposals under the Project monitor section and in the Execution column. For more information, see Viewing project cards.
• When an Invoice proposal request has been rejected, the linking of the billable requests to the Invoice proposal request will automatically be removed. These billable requests will then be moved back to the Invoice proposals page with the icon displayed next to it.

Tips and tricks

Invoicing billable, invoice term, intercompany, and credit invoice requests of projects

 

Removing groupings or billable requests from being invoiced

 

Exporting Invoice proposal requests to Exact Globe Next

The individual billable requests will no longer be exported to Exact Globe Next. Instead, the background job has been modified to support the exporting of Invoice proposal requests to Exact Globe Next. The following table lists the mapping of fields of the Invoice proposal request in Exact Synergy Enterprise to the sales invoice in Exact Globe Next:

Sales invoice (Exact Globe Next)	Invoice proposal request (Exact Synergy Enterprise)
Your reference	Invoice number
Sales invoice description	IPR: <Request number>
Transaction date	Invoice creation date
Person (on the sales invoice header)	The person defined in the billable request (if None is selected at the Invoice proposal line grouping field in the project card), or Creator of the Invoice proposal request (if None is not selected at the Invoice proposal line grouping field in the project card).
Item	Item description
Description	Item description
Long description	Description of the billable request (if None is selected at the Invoice proposal line grouping field in the project card), or Grouping line description from the Invoice proposal request (if None is not selected at the Invoice proposal line grouping field in the project card).
Quantity	Total quantity of the grouping
Fufillment date	The latest date of all the grouped billable lines
Sales price / Net price	Generated by Exact Globe Next
Amount	Total amount to invoice of the grouping
Project	Grouping project or Main project if it is across multiple child projects
Person (on the sales invoice lines)	If the person in all billable lines is the same person, this person will be defined by default, or If there are different people in the billable lines, the person defined is the creator of the request.
Request ID	ID of the Invoice proposal request

Note: When the Invoice proposal requests are exported to Exact Globe Next, the value at Cost unit from the Financial section on the project card is also exported and is displayed in the Cost unit column of the sales invoice in Exact Globe Next.

Loading of results on this page

If this page contains more than 750 results, a message will be displayed to ask if you want to display all results. Clicking No will display only the first 750 results, which speeds up the loading of the results.

Non-billable labor hour and standard items in billable requests, invoice proposals, and item browsers

Existing PSA labor hour and standard items are pre-assigned with the Billable and Productive attributes. When a PSA labor hour or standard item is non-billable, certain fields will be affected, as described in the following:

Generating and approving Invoice proposal requests automatically with background job

If you have many project hours and expenses requests, credit invoices, and intercompany requests across multiple pages waiting to be invoiced, you can opt to make use of the Exact.Timesheet.Core.GenerateIPR background job. This background job helps to generate and approve Invoice proposal requests automatically. For more information, see Exact.Timesheet.Core.GenerateIPR.

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Related documents

• Adding new billable lines to invoice proposal groupings or editing billable lines
• Adding new text lines to billable lines or editing text lines
• Exact.Timesheet.Core.GenerateIPR
• Invoice and credit note conditions
• Overview of Professional services automation solution
• Viewing postponed groupings or billable lines
• Viewing project cards

     

Main Category:	Support Product Know How	Document Type:	Online help main
Category:	On-line help files	Security  level:	All - 0
Sub category:	Details	Document ID:	23.862.992
Assortment:	Exact Synergy Enterprise	Date:	18-05-2018
Release:	250	Attachment:
Disclaimer