Jobs can be billed in two ways:
1. Directly into an invoice. By setting up the invoice as a jobs invoice you can enter stock, labour and plant. As well as miscellaneous items as for non-job invoices. Such invoices are included in the jobs progress (work in progress) report. As well as payments for them.
2. From the ledgers into an invoice - either detailed or summary. The rest of this section relates to billing from the ledgers.
This process starts from the Client's job progress form. The form displays all current details for the highlighted job plus current balances. To bill the client there must be non-zero 'C/FWD' balances in the Timesheet, Plant and Materials Ledgers panel.
This form includes information about the status of the job displaying in the Jobs panel. You can create new jobs, invoices and enter payments. If you don't intend to use the ledgers you can ignore them and confine your activity to the left side of the form.
To check all details it is possible to print a work in progress report for each job.
If you previously decreased the amount to be billed, and created a "Billing carried forward" amount, it displays on this form as Billing C/FWD. That figure is automatically added to the amount to be billed, unless you decide to carry it forward again, or decrease it by a selected amount.
The functions of the buttons on the form, and the consequences of clicking them are shown here
Follow the steps below to complete a billing run:
Work in progress report
Generate the invoice and update the ledger
The billing form's buttons result in the following actions:
Include all ledger details on invoice. The default is to do so. If you have a large number of entries checking this may not be a good idea as the invoice may be over large. It may be a better idea to generate the summary invoice and print the details to add as schedules of attachments. If you intend to email the invoice include all the details
Calculate - click this to confirm the amount to be invoiced based on the date selected, and any current write offs or amount to be carried forward.
Cancel - click this to either exit after all changes have been made or to exit without making any changes. You may print the invoice, and timesheet, plant and materials schedule(s), without updating the ledgers.
Details - click this to print the employee timesheet schedule, plant and materials schedule to support charges in the main invoice, or for audit purposes.
Generate Invoice - you may print or preview the invoice. Unbilled charges in the ledgers that are prior to the "Bill Entries to" field are billed. Any carried forward amount is included as an additional line on the invoice. When you generate the invoice a message dialog tells you the new invoice number. This generates the debtors ledger entry and bills the timesheet, plant and material entries. The invoice may not be generated without updating the ledgers..
Invoices are created and a record is maintained. This means you can generate a statement based on an existing invoice and include a reminder notice - see Invoices.
Bill Entries to and Due Date
The default date for billable entries is the current date. You can make that any date for which you are sure there are unbilled entries in both ledgers. If you change the dates click the Calculate button to update the totals.
The default for the due date is thirty days from the current date. This date displays at the top of the invoice as "Payment is due by:"
To produce a fully detailed invoice.
These have a one-to-one match between the lines on the invoice and ledger entries. Check the Include all ledger details on invoice box. Be aware, when you select this option, of the following:
1. Employee and plant charge rates are not included. This is because you may not be using hourly rates and also, if the client has not been billed for a long period, charge rates may have changed during the billing period.
2. If you have not been billing the client regularly the invoice could be extremely long. In that case it may be better to produce the summary invoice and include a schedule of charges.
3. Any current write off amount will not be allocated to the invoice. If there is an amount to write off, note what it is, exit, cancel/delete the write off and enter a negative amount equal to it as either a timesheet, plant or materials entry. That entry will show as a separate line on the invoice.