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4.11.2 Invoicing (continued) Account of Expenditures

Billable Times

At the accounting/billing type invoicing the invoice is created analog to the procedure in the offer. If the chart period, the display options ((period of time) is set, only billable efforts within the effort time are displayed for invoicing. The provided efforts are not always as displayed, approved for invoicing. By using the action “Billable Time” the recorded time for accounting in the Projectile is assessed. This functionality is used mostly by project manager to prepare the accounting.

After finishing the action...

...a dialog is opened. Here you can select a chart period, the projectile and/or employee, display options (time (time part?) or job) and checking option. In the following example several unchecked time fort the project 27 QM-Module for the period of time from 01.12.2006 until 17.12.2006 is displayed.

Date, employee, recorded time, job and the not are displayed here.

In the field “Billable time“ calculable expenses of the job, can be entered independently from the recorded time.

Already arranged time entry can be sat on “Checked”. After saving, billable expenses in the invoicing are used for further processing.

Rechnungsanlage

After creating the invoice header...

...all calculable expenses are displayed. By using the action “include all expenses“ all expenses are transferred...

...and all jobs for the project (including all sub-projects) and all cost/expenses are listed. Because in the invoice the time period of expenses is defined, every recorded and/or as billable time of these tasks are recorded in the billable time. Behind these tasks are the recorded or the current tracked time, the planed and the already billed hours are displayed. Furthermore all billable expenses/cost are displayed.

By marking of the appropriate position or by using “Select all“...

...and by activating “Confirm and include“, selected...

...jobs and expenses/cost are generated as invoice positions in the invoice. In the example below two jobs and eight expenses receipts (a drive (trip), a receipt, and parts of the trip, incoming invoices and invoices are transferred as position in the invoice.

The invoice positions, which are created this way, can be adjusted manually or by changing the field ‘number of people’ or by changing the amount external. The related/appropriate hourly rate of the appropriate job is known by the system and the total amount is automatically updated.

In the example the hours of the second job on three people-days expenses is modified and the position 7 for accommodation is rounded out (upgraded) to 300,00. By manipulating/changing of the times, the external amounts are transferred automatically appropriate to the pricing/cost model.

After saving the invoice...

...the invoice amount is adjusted appropriate to the positions.

Rechnungsdruck

The completed/finished invoice can be displayed and printed by using an internet browser or by using a word-processing program. For this purpose activate the action “Print credit“.

I the intermediate dialog the print can be controlled.

Here you can group (arrange/classify) between print on job fields, grouped (classified by) after employees, grouped (classified by) sub-projects (display 1st field), grouped (classified by) after tasks/jobs or as a line with total sum of project field.

The system creates then a RTF-data, which can be opened or saved in the following dialog.

Afterwards the configured browser or the word-processing program with the invoice is opened.

As an attachment to the invoice a total or an individual confirmation to the invoice can be created.

The confirmation to the invoice bases to the billable expenses and is created in terms of...

...a report.

The confirmation opens in the browser or in the word-processing program.

Rechnungsübernahme

Afterwards the invoice can be (transferred) finalized.

The invoice gets the status ’invoice billed’ and the invoice including all positions is blocked for changes/manipulations. All positions, which base to other expenses/costs, are billed and marked in the system. In the jobs the billed period is transferred, so that the jobs, if needed, can be billed repeatedly for partial invoice. By entry (using?) of an interface to the accounting information of the action, also if needed, accounting records are created...

...and a document of payment is created.

If payment by the client/customer towards the invoice for the invoice; the payment entry (also partial entries) can be noted here. This information is transferred to billing reporting/summery and to the listing of the open entries/items.

Invoices can also be canceled, of course. You can find further information about creating invoices in chapter 4.4.5.

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