Create Contract Invoice Setup Templates
The Contract Invoice Setup is required on any new Contracts that will be invoiced. The setup can be done by manually entering Contract Invoice Setup lines or creating the Setup from a Template.
It is important to set up this invoice on the Contract in order to bill all Projects, associated with the Contract, on one Sales Invoice.
The Contract Invoice Setup is used for defining how content will be displayed on the invoice when printed. It defines this information based on the type of billing record such as Items, Expenses, Scheduled Billings, Resources, and Resource Groups. It is also possible to define a fixed heading or text between invoice lines by using the Type of 'Heading'.
Contract Invoice Setup Template Setup and Configuration
There are three options to create a new Contract Invoice Setup Template for a Contract:
Manual Configuration:
- After a Contract is created, navigate to the Role Center > Contracts > Contracts
- Highlight the desired Contract.
- Select Billing > Invoice Setup.
- Select New to create a new Template and manually create the Setup configuration.
- Select Template Lines to configure the lines of the new Contract Invoice Setup Template.
Create a Contract Invoice Setup Template from an existing contract: You can save an existing Contract Invoice Setup format on an existing Contract as a new Template. To do this:
Navigate to the Role Center > Contracts > Contracts
Select the Contract from which you wish to create the new Contract Invoice Setup Template.
Select Billing > Invoice Setup.
Select Save as Template from the ribbon.
Select Yes to question "Do you wish to save [Contract No.] setup as Template?"
In the Edit - Save Templates page:
- Template Name: Specify a name for the new Contract Invoice Setup Template.
- Description: Create a free-form text description to uniquely identify the new Contract Invoice Setup Template.
Role Center > Setup > Template Setup> Contract Invoice Setup Template.
- Click New.
- Code: Specifies the Code for this Contract Invoice Setup Template used to select when applying to Contracts.
- Description: Specifies user-defined free-form text information for this Contract Invoice Setup Template.
Template Lines Configuration
Use Template Lines to configure, line by line, what is included in the invoice lines and the function of each line.
In the Contract Invoice Setup Template page, with the desired Template highlighted, select Template Lines to configure the Template Lines.
| Field Name | Description |
|---|---|
| Code |
Specifies the user-created unique identifier for this Contract Invoice Setup Template. |
| Description | Specifies free-form text to describe the Contract Invoice Setup Template. |
| Line No. | Specifies the unique line number for the Contract Invoice Setup Template. This is an integer assigned by the system, but the user can change it. |
| Type | Specifies the purpose and use of the line. Options include: |
| Heading: Specifies user-entered free-form text that will be shown on the invoice. | |
| Resource: Displays Resource entries. | |
| Resource Group: Displays Resource Group entries. | |
| Expenses: Displays Expense entries. | |
| Item: Displays Item entries. | |
| Scheduled Billing: Displays Scheduled Billings entries. | |
| Start: Displays only once before all the lines for Projects (Heading, Resource etc) are shown. | |
| End:Displays only once after all the lines for Projects (Heading, Resource etc) are shown. | |
| Invoice Text | Specifies the text to be displayed on the invoice when Type of Heading is selected. However, if the Type selected is anything other than Heading, Invoice Text would only be displayed if there are no other invoice settings selected (i.e., Group By Type, Group By Tax Code, etc.). If the text should come from the specific entry, the Print Details field must be checked – see the Print Details section below. |
| Filter | Specifies to filter on a particular Code on the invoice based on Type field. This filter is dependent on the Type chosen for that line. |
| Example: Using a filter for 'Hotel' limits the expense being invoiced to only 'Hotel'. |
Note
If the Type selected is Heading, the Filter field is not editable. If the line Type is Resource, Item, Expenses, Scheduled Billing or Resource Group, you will be able to select a value from the Filter field. Filters can be combined with Work Type filter (only for Resource Type).|
| Work Type Filter |
Specifies to filter on aWork Type Code on the invoice. Work Type filters may be used when invoicing Resources. |
Caution
If you use filters on the Contract Invoice Setup this can exclude records from being invoiced, therefore use filters with care.
Important
When Compression or Grouping is used, except the combination of two selections i.e., Type and Task, the entries are still segregated by type: Resource, Item, Expense, Resource Group. Example: when Group By Tax Code is selected, the Tax Code may be the same for all entries, but they will be combined by Resource, Item, etc.
| Date Compression |
Specifies the time period grouping on the billing line: day, week, month, year, or none. Use Date Compression to enter how specific the invoice lines should be displayed. Date Compression is not available for Type: Items. |
| Extended Text | Select to allow Extended Text on the invoice lines. Resources and Items are the only Types that allow users to enter the Extended Text. Headings have a default Extended Text equal to the Project No. |
| - To add Extended Text for a Resource, navigate to the Resource Card, select Actions > Setup > Extended Text. Select New to add new Extended Text. | |
| - To add Extended Text to an Item, navigate to the Extended Text, select Related > Item > Extended Text. Select New to add new Extended Text. |
Tip
For more information on Extended Text, see: Add Extended Text
Note
By default, all entries will be segregated by Project No. on the Sales Invoice.
| Print Details |
Specifies, if true, that the system should print details of each entry for the invoice, instead of summary/grouping |
| - If Print Details is selected in the Contract Invoice Setup, this will override the Date Compression, Group By/Per, and Show Comment options, if they are selected. | |
| - If Print Details is not selected, and no options are chosen, the invoice will be created as grouped within each type as the default. This means that the Type grouping will be all entries within a Type, i.e., all Resources grouped together, not grouped by Resource Numbers. | |
| Group By Type | Specifies, if true, to group billing lines based on Types: Resource, Expense, or Item. The grouping is for each code/number within the Type. If Type is Resource and there are three different Resource Numbers, they will each have a sales line with their total hours. A detail of each summary sales line is available using PM Lines. |
| Group By Tax Code | Specifies, if true, to group billing lines based on Tax Code. |
| Group By Unit Price | Specifies, if true, to have the grouping on the invoice done by Unit Price.If Group by Unit Price is selected: |
| Date Compression |
Extended Text | Invoice Text | Example |
|---|---|---|---|
| None | True | Populated | Sales invoice description will print the text entered in the Invoice Text field. |
| Day, Week, Month, or Year | True | Populated | Sales invoice description will print text from Invoice Text field + Date Compression, i.e., Invoice Text' + 'May 2024' |
| None | False | Populated | Sales Invoice description will print Type, i.e., 'Resources', 'Expenses', Scheduled Billings', 'Items', etc. |
| None | True | Blank | Sales Invoice description will print Type, i.e., 'Resources', 'Expenses', Scheduled Billings', 'Items', etc. |
| Day, Week, Month, or Year | True | Blank | Sales Invoice description will print Combination of Type and Date Compression, i.e., 'Resources for May 2024', Expenses for May 2024' |
| Day, Week, Month or Year | False | Blank | Sales invoice description will print combination of Type and Date Compression, i.e., 'Resources for May 2024', Expenses for May 2024' |
| Field Name | Description |
|---|---|
| Group By Task |
Specifies, if true, to have the grouping on the invoice done by Task. Task grouping combines all members of each Type segregated by the Project Task Number. All Resources who have an entry on a Project Task are on the same sales line. A detail of each summary sales line is available using PM Lines. |
| Group By Task | Specifies, if true, to have the grouping on the invoice done by Task. Task grouping combines all members of each Type segregated by the Project Task Number. All Resources who have an entry on a Project Task are on the same sales line. A detail of each summary sales line is available using PM Lines. |
Tip
Groups may be combined. Example would be to combine Type and Task. The resulting sales lines will have separate lines for each Resource, Task time entry. The Resources will all have separate lines. If a Resource has three different Task entries, they will be on three separate lines.
| Show Time Invoice Comments |
Specifies, if true, to show Timesheet Comments field on the invoice. |
| Show Expense Invoice Comments | Specifies, if true, to show Expense Sheet Comments field on the invoice. |
Note
When Timesheet Comment or Expense Comment is selected, no other options can be chosen.
Add an existing Contract Invoice Setup Template to an Existing Contract
Use Get Template: Use these steps to add an existing Contract Invoice Setup Template to an existing Contract:
After creating a Contract, in the Contract Plan:
Select Billing > Invoice Setup > Contract Setup Invoice Lines.
From the ribbon select Get Template
Click Yes to message "Do you want to get a template to xxxxxx?"
Select a Contract Template from the Contract Invoice Setup page and click OK to import an existing Contract Invoice Setup Template.
Note
The Get Template option can only be used when a Contract Invoice Setup Template is not already attached to the Contract.
Change an existing Contract Invoice Setup Template
You can change an existing Template. To do so, navigate to the Template via the Role Center > Setup > Template Setup > Contract Invoice Setup Template. Select the Template you wish to edit and select Template Lines from the ribbon. Any changes you make will be saved as a new standard Contract Invoice Template. If changes must be made for a Contract, this should be done after the Template has been imported into the Contract.