previous Home next

4.11.2 Invoicing (continued): Account of Expenditures

Billable Times

With the billing type time/effort, the invoice is created analog to the procedure in the offer. If the chart period (period of time) is set, only billable efforts within the effort time period are displayed for invoicing. The completed services are not always approved for invoicing as has been recorded. In Projectile, using the action “Billable Time” the recorded time for accounting is assessed. This functionality is used mainly by project managers to prepare the accounting.

After clicking the action...

...a dialog is opened. Here a chart period, projects and/or employee, display options (individual time or sums or jobs) and checking option can be selected. In the following example every unchecked recorded time for project 3 Introduction Projectile for the time period between 01.10.2009 and 30.10.2009 is displayed.

The date, employee, recorded time, job and notes are displayed here.

In the field “Billable time“ time/effort of the job can be entered independently from the recorded time.

Already arranged time entry can be sat to “SetChecked”. After saving, billable services for invoicing are used for further processing.

Create Invoice

After creating the invoice header...

...all editable time entries 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 expenses are listed. Because in the invoice the time period of the expenses are defined, all recorded and/or times marked as billable of these tasks are displayed . Next to these tasks, the recorded and/or billable hours, the planned and already billed hours are displayed. Furthermore all billable costs are displayed.

Marking the appropriate position or by using “Select all“...

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

...jobs and costs 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.

Invoice print

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.

Invoice transfer

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.