If you are a back office agency staff member with security permissions to create timesheet-based invoices and credit notes, you can automatically invoice timesheets by creating invoice batches. Invoice batches are created via the Billing>InvoiceBatch screen. An example of the Invoice Batch screen is shown below.
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select the invoicing country, billing company and time group date
display a list of invoice batch groups that apply to the selected invoicing country, billing company and time group date choose which of the listed invoice batch groups are to be invoiced as part of the invoice batch
select the invoicing date.
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The Create Invoice Batch screen consists of the following sections:
a search header allowing you to specify the search criteria for finding the invoice batch groups to be included in the invoice batch
a search results list that lists the invoice batch groups matching your search criteria
a footer at the bottom of the screen where you can select the invoicing date and can invoke the creation of the invoice batch.
The following components are displayed in the search header of the screen:
Country
Billing country for which the invoice batch will be created. This defaults to the country to which you are assigned. You can select another country from the list of options in this field if necessary.
Billing Company
The billing entity issuing invoices/credit notes to debtors within the invoice batch groups that will be included in the invoice batch. If you select a specific billing company in this field, the invoice batch will include only those invoice batch groups with debtors who are issued invoices/credit notes by the billing company you select. The list of billing companies available for selection in this field is filtered according to the country selected in the Country field. For example, only those billing companies that belong to the country of Norway will be listed in this field if Norway is selected in the Country field.
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Time Group Date
Cut-off date for inclusion of timesheets to be invoiced as part of the invoice batch.
Based on the date you specify in this field, the invoice batch can include invoice batch groups with timesheets belonging to the last complete billing cycle of a debtor, where the billing cycle ends on or before the time group date.
The date defaults to the current date. You can specify another date by typing the relevant date in this field or by clicking within the field and using the date picker to select the date.
Search
Invokes a search for invoice batch groups based on the billing company and time group date you specify and displays a list the matching invoice batch groups in the search results list.
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If you are a back office agency staff member with security permissions to create timesheet-based invoices and credit notes, you can automatically invoice timesheets by creating invoice batches.
Invoice batches are created via the Billing>InvoiceBatch screen. An example of the Invoice Batch screen is shown below.
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The Create Invoice Batch screen allows you to do the following:
select the invoicing country, billing company and time group date
display a list of invoice batch groups that apply to the selected invoicing country, billing company and time group date choose which of the listed invoice batch groups are to be invoiced as part of the invoice batch
select the invoicing date
trigger the creation of an invoice batch.
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The Create Invoice Batch screen consists of the following sections:
Country Billing country for which the invoice batch will be created. This defaults to the country to which you are assigned. You can select another country from the list of options in this field if necessary. Billing Company The billing entity issuing invoices/credit notes to debtors within the invoice batch groups that will be included in the invoice batch. If you select a specific billing company in this field, the invoice batch will include only those invoice batch groups with debtors who are issued invoices/credit notes by the billing company you select. The list of billing companies available for selection in this field is filtered according to the country selected in the Country field. For example, only those billing companies that belong to the country of Norway will be listed in this field if Norway is selected in the Country field. By default, the AnyBillingCompany option is selected and this allows the invoice batch to include invoice batch groups regardless of the billing company of the invoice batch. Time Group Date Cut-off date for inclusion of timesheets to be invoiced as part of the invoice batch. Based on the date you specify in this field, the invoice batch can include invoice batch groups with timesheets belonging to the last complete billing cycle of a debtor, where the billing cycle ends on or before the time group date. Search Invokes a search for invoice batch groups based on the billing company and time group date you specify and displays a list the matching invoice batch groups in the search results list.
Invoice Date Issue date that will apply to all invoices/credit notes that will be created as part of the invoice batch. The date selected in this field will determine the due date of the invoices/credit notes that will be created, depending on the applicable invoice terms. For example, if the date specified in this field is 01/08/2012 and the invoice terms applicable to a debtor stipulate payment within 30 days, any invoice created for that debtor will have a due date of 30/08/2012. Create Invoice Batch Creates an invoice batch that includes all timesheets that are ready to be invoiced within all invoice batch groups you have chosen to include in the invoice batch. Time Group Name Displays the name of the time group applicable to the listed invoice batch group. The time group defines the billing cycle for the debtors belonging to the invoice batch group. Late Grouping Displays the type of late timesheet grouping applicable to invoices/credit notes belonging to the listed invoice batch group. Late timesheets are timesheets with a week ending date that predates the billing cycle, as displayed in the Start Date and End Date columns, which are yet to be invoiced due to being submitted and/or approved late. The late grouping type can be one of the following: Inclusive – invoice items relating to late timesheets will be grouped together with other invoice items on each invoice/credit note created for the invoice batch group Separate – invoice items relating to late timesheets will be grouped separately to other invoice items on each invoice/credit note created for the invoice batch group. Start Date Displays the start date of the billing cycle that will be invoiced for the listed invoice batch group. End Date Displays the end date of the billing cycle that will be invoiced for the listed invoice batch group. Timesheet Count Displays the total number of timesheets in the listed invoice batch group that are ready to be invoiced.
Sales Total Displays the total monetary amount that will be invoiced if all reviewed timesheets within the listed invoice batch group are processed within the invoice batch. Country Displays the name of the invoicing country to which the listed invoice batch group belongs. Billing Company Displays the name of the billing company that issues invoices to debtors belonging to the listed invoice batch group. Difference Displays Yes if there is a difference between the total number of invoices that are expected to be invoiced during the billing cycle for the listed invoice batch group, as identified by the dates in the Start Date and End Date columns, and the number of timesheets that are currently ready to be invoiced, as shown in the Timesheet Count column. Displays No if all expected timesheets for the listed invoice batch group are currently ready to be invoiced. Note that number of timesheets expected to be invoiced during a billing cycle includes all original and adjustment timesheets corresponding to the billing cycle and late timesheets corresponding to previous billing cycles. Purchase Order Alert Displays one of the following to indicate the status of purchase orders to which timesheets in the listed time group are assigned: Budget Breach - indicates that there are timesheets in the time group that are assigned to purchase orders that have already exceeded their budget. Budget Alert - indicates that there are timesheets in the time group that are assigned to purchase orders that are in danger of exceeding their budget if the time group is invoiced. OK - indicates that there are timesheets in the time group that are assigned to purchase orders but there is no danger of exceeding the purchase order budgets if the time group is invoiced. This column is blank if there are no timesheets assigned to purchase order in the listed time group. |
An invoice batch can contain one or more invoice batch groups. If you choose to include multiple invoice batch groups in an invoice batch, you can invoice more timesheets simultaneously. However, you cannot control which debtors will be invoiced in the batch. All reviewed timesheets that are billable to any of the debtors belonging to any of the invoice batch groups you select will be invoiced automatically when you create the batch.
If you choose to include one invoice batch group in an invoice batch only, you can choose which of the debtors belonging to that invoice batch group are to be invoiced when you create the batch. For example, you may want to exclude certain debtors from the batch if there is a large number of the timesheets that are billable to those debtors are yet to be reviewed and are therefore not ready for invoicing. The excluded debtors can be processed as part of another invoice batch at a later stage once their timesheets have been reviewed and can therefore be processed together in the same invoice batch.