Invoice by Part Invoice

When invoicing by part invoices, the Cumulative Invoicing model is used. With this model, partial invoices are created for measurements as they occur during the construction process. These invoices contain the measurement quantity, not the sales order quantity. This is done so that the original Sales Order quantities are not modified. Partial invoices are sent to the customer with either adjustments for cumulative invoices and payment, or just payments.

For each new partial invoice, the previous partial invoices are moved back into the new partial invoice for internal accounting adjustments.

Once the Construction process is complete, measurement quantities are taken over to the order quantities, previous partial invoice is moved back into the sales order and a single line is added to the end of the sales order with a negative quantity and amount to offset the measurement changes.

Prerequisites

Before creating the invoice, the following settings must be done:

  • Project Construction Setup, Invoicing Feature = Invoicing Schedules
  • Jobs Setup, Fixed Job Line Sales = must have a value
  • Job Card, Invoice Model = Cumulative Invoicing
  • BoQ Budget Calculation = Sales Code must have Posting by = Sales Order
  • Sales Order, Invoice Base = Measurement
  • Registered Measurement has been created
  • Report Selection - Sales = Invoice set to report ID 5292689

Open the Sales Order and Create Part Invoice

  1. When it is time to post an order with measurements, open the Construction Project page, select the job in the Jobs FastTab, and then in the Construction Project Information FactBox, choose the value in the Sales Orders cue in the Sales group.
  2. In the Sales Orders list page, select the order, and then choose Manage > Edit. The Sales Order opens with Job positions, registered measurement values (as confirmed in Registered Measurement Documents) and proper invoice settings in the Construction Invoicing FastTab.
  3. The partial invoice is created based on registered measurements in the Sales Order lines. On the Related menu, choose Construction Invoicing > Create Part Invoice. A message opens asking to create the partial invoice.
  4. Choose the Yes button to create the partial invoice, or the No button to stop the creation process.
  5. The Filter Measurements page opens with available measurement lines. Set filters as needed and then choose the OK button.
  6. The Sales Invoice opens with only the lines that were included in the Filter Measurements page. The Measurement Summary Code and Measurement Amount (LCY) fields are now populated in the Construction Invoicing FastTab.
  7. On the Related menu, choose Measurement > Measurement Summary to view the summary document that will be used for printing.
  8. Choose the Close button to close the Measurement Summary page.

Add Construction Charges to Invoice

Depending on customer agreements, special calculations can be entered now for the invoice. Since the template was assigned to the job, the Invoicing document is created when the Get Job Template function is run.

  1. On the Related menu, choose Construction Invoicing > Get Job Template. The CS Invoicings page opens.
  2. Choose the OK button to open the Invoicing page.
  3. On the General FastTab, change the Status to Released and then choose the Calculate action. The Value and Cum. Value fields are calculated.
  4. Choose the Transfer Values action to transfer these values to the Sales Invoice. A confirmation message opens.
  5. Choose the Yes button to transfer the values. After confirmation, another message opens with the number of lines included in the transfer.
  6. Choose the OK button to close the message and then close the Invoicing page.

The charges are automatically added to the end of the Sales Invoice after confirmation.

Update Sales Order

Prior to posting the sales invoice, ensure that the Posting Date is correct in the General FastTab.

Post Sales Invoice and Print Document

  1. On the Home menu, choose the Post action to post the sales invoice. After posting, choose the Yes button to open the Posted Sales Invoice. The Construction Invoicing FastTab displays related construction information.
  2. On the Print/Send menu, choose the Print action to open the Sales - Invoice report request page (for report ID 5292689). In the Options FastTab, the BoQ Print Options section includes special printing options. Turn on the Print Measurement Lines toggle.
  3. Choose the Print button to generate a document or the Preview button to view the document. The Sales Invoice document contains measurement information as well as Construction Charges.
  4. Go back to the Sales Order.

Add New Measurements

As previously stated, invoices are created through the construction process for all measurements until all positions have been invoiced. This section shows how to add measurements.

  1. In the Sales Order, choose the Create Measurement Document action on the Home menu. A new Measurement document opens.

    The process of updating the Measurement is the same as described in Create Measurement.

  2. Populate the Measurement Date and Measurement Location fields, being sure to update the lines as well.

  3. In the Lines FastTab, enter the measured quantities in the Quantity field. If any new measurements were taken on registered quantities, the Cum. Quantity field will show the cumulative total. For example, some lines have registered quantities. New totals are entered for all these lines and the Cum. Quantity field shows the cumulative total of the new Quantity and Cum. Registered Quantity.

  4. On the Home menu, choose the Register action and then choose the Yes button to register the document. The Measurement page closes; choose the OK button.

Create Second Invoice

Now that new measurements have been added to the sales order, the next invoice can be created using the same process described previously.

The registered measurement quantities are shown in the lines. Note that the measurement quantity for a position might exceed the order quantity.

Additionally, on the Construction Invoicing FastTab, notice the Unposted Invoices (for example, 0) and the Posted Invoices (for example, 1) fields. These fields reflect the posting status of the partial invoices. Once the next partial invoice is created in the next step, the Unposted Invoices will be one (1) until it is posted. Choose the values in these fields to open the related documents.

Create Part Invoice

Now that new measurements have been added, a new partial invoice can be created.

  1. On the Related menu, choose Construction Invoicing > Create Part Invoice. A message opens asking to create the partial invoice.
  2. Choose the Yes button to create the partial invoice, or the No button to stop the creation process.
  3. The Filter Measurements page opens with available measurement lines. Set filters as needed and then choose the OK button.
  4. The Sales Invoice opens with the previously posted partial invoice lines and the lines that were included in the Filter Measurements page. The Measurement Summary Code and Measurement Amount (LCY) fields are now populated in the Construction Invoicing FastTab.
  5. On the Related menu, choose Measurement > Measurement Summary to view the summary document that will be used for printing.
  6. Choose the Close button to close the Measurement Summary page.

Move Part Invoices

Partial Invoices that have been posted need to be moved from the invoice back to the Sales Order so that previously posted entries are not doubled during posting.

  1. On the Related menu of the Sales Invoice, choose Construction Invoicing > Get Part Invoices. The Select Posted Sales Invoices page opens.
  2. With the line selected for the previously posted partial sales invoice, choose the OK button. A negative entry is added to the end of the sales invoice.

Add Construction Charges to Invoice

  1. On the Related menu, choose Construction Invoicing > Get Job Template, and then choose the OK button.
  2. On the General FastTab, change the Status to Released and then choose the Calculate action. The Value and Cum. Value fields are calculated.
  3. Choose the Transfer Values action to transfer these values to the Sales Invoice. A confirmation message opens.
  4. Choose the Yes button to transfer the values. After confirmation, another message opens with the number of lines included in the transfer.
  5. Choose the OK button to close the message and then close the Invoicing page. The charges are automatically added to the end of the Sales Invoice after confirmation.
  6. Reopen the Sales Order. On the Construction Invoicing FastTab, notice that the Unposted Invoices field now shows, for example, a one (1) because the second partial invoice has been created.
  7. Reopen the Sales Invoice.

Update Sales Invoice

Prior to posting the sales invoice, update the Posting Date field in the General FastTab.

Post Sales Invoice and Print Document

  1. On the Home menu, choose the Post action to post the sales invoice. After posting, choose the Yes button to open the Posted Sales Invoice.
  2. On the Print/Send menu, choose the Print action to open the Sales - Invoice report request page (for report ID 5292689). In the Options FastTab, the BoQ Print Options section includes special printing options. Turn on the Print Measurement Lines toggle.
  3. Choose the Print button to generate a document or the Preview button to view the document. The Sales Invoice document contains the cumulative quantities for invoiced/new and new measurements, as well as Construction Charges.
  4. Go back to the Sales Order.

Add New Measurements

  1. In the Sales Order, choose the Create Measurement Document action on the Home menu. A new Measurement document opens.

    The process of updating the Measurement is the same as described in Create Measurement.

  2. Populate the Measurement Date and Measurement Location fields, being sure to update the lines as well.

  3. In the Lines FastTab, enter the measured quantities in the Quantity field. Since this is the last invoice, all open positions should have registered measurements or new measurements. For example, some positions have new quantities, other positions have registered quantities, and others have new and registered quantities. Notice that if a new measurement was not entered for a position, this might mean that the final measurement quantity is less than the order quantity. This will be handled in the Take over Measurement process in the Sales Order.

  4. On the Home menu, choose the Register action and then choose the Yes button to register the document. The Measurement page closes; choose the OK button.

Create Final Invoice

Now that all measurements have been added to the sales order, the final invoice can be created using various process described previously.

The registered measurement quantities are shown in the lines.

Take Over Measurements

  1. In the Sales Order, choose Release > Reopen (if Released) and on the Home menu, choose the Take over Measurements action. A message opens asking to update the order quantity from the measurement quantity.
  2. Choose the Yes button to continue the process. A message opens asking to keep or update the order quantity.
  3. Select the Final Invoice (Update Order Quantity) option and then choose the OK button.
  4. The Filter Measurements page opens with available measurement lines. Set filters as needed and then choose the OK button.
    The Measurement Quantity field is updated on all lines that were included in the Filter Measurements page.
  5. In all lines, The Quantity and Qty. to Ship fields are updated to match the Measurement Quantity.
  6. The Measurement Summary Code field is now populated in the Construction Invoicing FastTab. On the Related menu, choose Measurement > Measurement Summary to view the summary document that will be used for printing.
  7. Choose the Close button to close the Measurement Summary page.

Add Construction Charges to Order

  1. On the Related menu, choose Construction Invoicing > Get Job Template and then choose the OK button.
  2. On the General FastTab, change the Status to Released and then choose the Calculate action.
  3. The Value and Cum. Value fields are calculated. Choose the Transfer Values action to transfer the values to the sales invoice.
  4. Choose the Yes button to transfer the values. After confirmation, another message opens with the number of lines included in the transfer.
  5. Choose the OK button to close the message and then close the Invoicing page.

The charges are automatically added to the end of the Sales Order after confirmation.

Move Part Invoices

Partial Invoices that have been posted need to be moved from the invoice back to the Sales Order so that previously posted entries are not doubled during posting.

  1. On the Related menu of the Sales Order, choose Construction Invoicing > Get Part Invoices. The Select Posted Sales Invoices page opens.
  2. With all lines selected for the previously posted partial sales invoices, choose the OK button. Negative entries are added to the end of the sales invoice.

Update Sales Order

Prior to posting the sales order, update the Posting Date field in the General FastTab.

Post Sales Order and Print Document with Past Invoices

  1. On the Home menu, choose the Post action to ship and invoice the sales order. After posting, choose the Yes button to open the Posted Sales Invoice. The Construction Invoicing FastTab displays related construction information.
  2. On the Print/Send menu, choose the Print action to open the Sales - Invoice report request page (for report ID 5292689). In the Options FastTab, the BoQ Print Options section includes special printing options. Turn on the Print Measurement Lines toggle.
  3. Choose the Print button to generate a document or the Preview button to view the document. The Sales Invoice document contains cumulative measurement information.

The Sales Order was deleted since it has been completely processed.

If none of the partial invoices have been paid by the customer, the Print Invoice/Payment History field can be set to Payments in the Sales - Invoice report request page.

Using this setting will omit previous invoices and show any posted payments.

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