Invoice schedules on project quote lines

Applies To: Project Operations Integrated with ERP, Project Operations Core

A project quote line gives the ability to express an invoice schedule. This is optional during the quote phase because the application doesn't support invoicing a project when it's tied to a Quote line. Invoicing is only allowed after the quote is won. The only downstream impact of creating an invoice schedule during the quote phase is this invoice schedule is copied over to the project-based contract line. If you don't create an invoice schedule during the quote phase, you can do so on the project-based contract line.

Overall, the purpose of invoice schedules is to allow for the automatic creation of draft invoices for a project-based contract line.

Create a Time and material invoice schedule for a project quote line

When the billing method for a project-based quote line is Time and material, the system generates a date-based invoice schedule. To automatically generate a date-based invoice schedule, complete the following steps.

1. Go to Settings > invoice frequencies and set up an invoice frequency.

2. On the Quotes page, open the Project quote and on the Summary tab, set a requested delivery date.

3. Open the time and material quote line that you need to create a date-based invoice schedule for.

4. On the Invoice Schedule tab, select values in the Billing start and Invoice Frequency fields.

5. On the subgrid, select Generate Invoice Schedule.

6. The application generates the invoice schedule with the Invoice Run Date, Transaction Cutoff Date, and Run Status fields set in the following way:

   • Invoice Run Date is set to the date that is dictated based on the invoice frequency.
   • Transaction cut-off date is set to the day before the Invoice Run Date.
   • Run Status is automatically set to Not Run. When the automatic invoice creation job runs for a certain invoice run date, it updates this field to either Run Successful or Run Failed.

Create a Fixed price invoice schedule for a project quote line

When the project-based quote line has a Fixed billing method, you can create a milestone based or progress based invoice schedule. Complete the following steps to automatically generate this schedule for a fixed set of milestones that are equally distributed for the calendar period.

1. Go to Settings > invoice frequencies and set up an invoice frequency.
2. Add a new Quote line and give the quote line a name, then select Fixed price as the billing method. The field Invoice schedule type appears, in which you have option to select Milestone based or Progress based invoice schedule.
3. Once the quote line is created, you can go to Invoice schedule tab, select values in the Billing start and Invoice Frequency fields.
4. On the subgrid, select Generate Periodic Milestones.

The system generates the invoice schedule with the following milestone information. • Milestone Name is set to the date that is dictated based on the invoice frequency. • Milestone Date is set to the date that is dictated based on the invoice frequency. • Milestone Amount is calculated by dividing the quote amount on the project-based quote line by the number of milestones as dictated by the frequency, billing start, and requested delivery dates. • If the quote line has a value in the Estimated Tax Amount field, this field is also apportioned to each milestone equally when generating periodic milestones.

Billing milestones should equal the total quoted value of the project-based quote line. If they aren't equal, an error occurs. You can fix that error by verifying that the billing milestones total the quoted value of the line by either creating, editing, or deleting milestones. After the changes are made, refresh the page.

Manually create milestones

Fixed price milestones can also be generated manually when they aren't periodically split. To create a milestone manually:

Open the Fixed price quote line where you need to create a milestone. On the Invoice Schedule tab, on the subgrid, select + Create new quote line milestone and enter the required information based on the following table.

Field	Location	Description	Downstream impact
Milestone name	Quick create	The name of the milestone.	This milestone is propagated to the project contract line milestone and to the invoice
Project Task	Quick create	If the milestone is tied to project task, you can use this reference to add custom logic set the milestone status based on the task status.	The application doesn't have any downstream impact of this reference to a task.
Milestone date	Quick create	Set the date on which the automatic invoice creation process should look for the status of this milestone to consider it for invoicing.	This date is propagated to the project contract line milestone and to the invoice.
Invoice status	Quick create	When a milestone is created, this status is always set to Not ready for invoicing.	This status is propagated to the project contract line milestone and to the invoice.
Line Amount	Quick create	Amount or value of the milestone that is invoiced to the customer.	This amount is propagated to the project contract line milestone and to the invoice.
Tax	Quick create	Tax amount that is applied to the milestone.	This tax is propagated to the project contract line milestone and to the invoice.