Proforma project invoices
Proforma invoicing is a second level of approval before you create invoices for customers. Confirmed proforma invoices are available in the Project Accounting module of Project Operations.
Create project invoices
To create project invoices, go to the Project Contracts list page, open a project contract, and then select Create Invoice. Only project contracts with the status of Ready to Invoice can have invoices generated.
To create invoices in bulk on the Project Contracts list page, select one or more project contracts, select Create Project Invoice, and then select OK to close the message box.
To view the generated invoices, go to Sales > Billing > Invoices.
Set up automated creation of project invoices
Follow these steps to set up an automated invoice run.
Go to Settings > Batch jobs.
Create a batch job and name it as Project Operations Create Invoices. The name must include the phrase "Create Invoices."
In the Job type field, select None. By default, the Frequency Daily and Is Active options are set to Yes.
Select Run Workflow. The Look Up Record dialog contains three workflows:
ProcessRunCaller
ProcessRunner
UpdateRoleUtilization
Select ProcessRunCaller and then select Add.
In the next dialog, select OK. A Sleep workflow is followed by a Process workflow.
You can also select ProcessRunner in step 1. Then, when you select OK, a Process workflow will be followed by a Sleep workflow.
ProcessRunner is the workflow that creates the invoices that go through all contract lines that you'll need to create invoices for. This workflow creates invoices for those lines, and it looks at invoice run dates for the contract lines to determine invoices that must be created. Contract lines that belong to one contract have the same invoice run date, and then the transactions are combined into one invoice with two invoice lines.
If no transactions are present, the job will skip invoice creation. When ProcessRunner is done running, it will call ProcessRunCaller, provide the end time, and then it will close. ProcessRunCaller starts a timer for 24 hours from the specified end time, and when the timer ends, ProcessRunCaller will close. You'll only need to start the batch process one time and then restart it only if it stops working. If you don't follow that process, multiple instances of the job will be created and will cause errors.
Edit a draft invoice
You can make the following adjustments while the invoice is still in a draft stage:
Delete or edit invoice line details.
Edit and adjust the quantity and billing type.
Select Confirm, and the system will make the invoice read-only and will create billed sales actuals from each invoice line detail for each invoice line. If the invoice line detail references an unbilled sales actual, the system will also reverse the unbilled sales actual. General ledger integration systems can use this reversal to reverse project work in progress (WIP) for accounting purposes.
Correct a confirmed invoice
When you correct a confirmed invoice, a new draft corrective invoice will be created. This corrective invoice will include all transactions from the original invoice, and all the quantities will be zero. You can reverse or return a partial quantity by editing the Quantity field on the line details.
When you confirm a corrective invoice, the original billed sales actual will be reversed and a new billed sales actual will be created. If the quantity was reduced, the difference will cause a new unbilled sales actual to be created, too.