Invoice Records can be added or edited via the invoice records add/edit form. This form contains all the invoice record header information (customer, invoice date, invoice name etc.).

Invoice records can also be added or edited inline on the invoice records list Invoice Records but that is usually a sub-set of the data fields, the add/edit form has all the invoice record header fields.

Accessing the Invoice Record Details Form

There are a variety of ways to access this form (if you are not already on it):

Click the Add a New Invoice menu option from the Invoice Records list.

Click the Edit menu option while on the Invoice Record - Details form.

Invoice Record - Header Data Fields

The following is a description of all the invoice record header data fields.

The only required fields for adding an invoice are the Date of the Invoice, the Company that you are billing and a name or description of the invoice.

Template - You are able to create a new invoice from a template. Using a template can speed up your data entry and ensure consistency if you are creating multiple invoices that are similar (for example, you have a year long running project and you invoice the client every 2nd week for the work done, you can enter the information in a template and choose that.

Date - Enter the date of the Invoice. This is a required field. Type in the Date or click the Calendar option and choose the date.

Company - Click in the drop down and select the Company that you are billing. This is a required field. Only time and expense entries associated with this company will be available for attaching to this invoice. Companies must be set as active and have at least one of the following two settings to appear in the drop-down list:

  • Enable time and expense entries to be assigned directly to the company.
  • Enable the company to be assigned to a project and subsequently invoiced.

Company Contract - Click in the drop down and select the Company Contract if you want only the time and expense entries associated with that company contract to be available for attaching to this invoice. This is an optional field. If you select a contract, then only time and expense entries associated with that company contract will be available for attaching to this invoice. Contracts must be active to show up in the drop-down.

Project - Click in the drop down and select a project if you want only the time and expense entries associated with that project to be available for attaching to this invoice. Only projects that have approved time and/or expense entries which have not been previously invoiced will show as a selection in the drop-down list . Projects in the archive state will be available for selection provided that approved time and/or expense entries remain non-invoiced for those projects.

Name - Each invoice must have a name to identify it. For example, "Monthly Invoice Mar 2016" or "Phase 1 - Analysis". This is a required field.

Purchase Order - The purchase order number associated with this invoice. This is optional.

Invoice # - An invoice number associated with this invoice. This may be generated by an external invoicing system. This is optional.

Invoice Classification - If Invoices are classified, click in the drop down and select the Classification. If you are not using invoice classifications this column won't appear.

Representative - If Invoice representatives have been set up, click in the drop down and select the Representative. If you are not using invoice representatives this column won't appear.

Terms - If Invoice terms have been predefined, click in the drop down and select the Terms. Also, if you are not using invoice terms this column won't appear.

Memo - Enter a memo. This is optional.

Paid - If Project Insight is being used to manage payment of invoices, use this flag to identify whether or not this invoice has been paid. If another system is being used for invoice management, this can be ignored. Check or uncheck it as appropriate. Reports can be run for paid or unpaid invoices.

Invoiced - If Project Insight is being used to manage invoices, use this flag to identify whether or not this in voice has been sent to the customer. If another system is being used for invoice management, this can be ignored. Check or uncheck it as appropriate. Reports can be run for invoiced or un-invoiced invoices.

Ready to Download - If the invoice data generated in Project Insight is being exported or integrated to another system for management, use this flag to identify whether or not this invoice has all the data entered and attached and is ready to be download. If another system is not being used for invoice management, this can be ignored. Check or uncheck it as appropriate. Reports can be run on this setting.

Saving the Invoice Record

Click to save the invoice if you're on the invoice add/edit form.

See Invoice Record - Details to add invoice line items and attach time and expense entries.


Online 10/31/2016