Viewing the Invoice Batch Details

Before you create an invoice batch you can check which debtors will be invoiced as part of each invoice batch group you choose to include in the invoice batch. For each debtor that belongs to any of the invoice batch groups to be included in the invoice batch, you can view a range of statistics such as how many of the debtor's timesheets are ready for invoicing, how many timesheets are yet to reviewed, how many late timesheets will be invoiced and the total monetary amount that will be invoiced to the debtor.

You can view the details of an invoice batch group that is listed on the Billing > Invoice Batch screen by clicking the View button next to the relevant invoice batch group, as highlighted in the example below.

The Invoice Batch Group screen will open and will show the following:

general information about the invoice batch group
a list of debtors included in the invoice batch group statistics about each debtor's yet to be invoiced timesheets
statistics about the timesheets that are yet to be invoiced for the entire invoice batch group.

An example of the Invoice Batch Group screen is shown below.

Click here to see a description of the components of the Invoice Batch Group screen

The following fields are displayed in the header of the screen:

Country

Displays the name of the invoicing country to which the invoice batch group belongs.

Time Group Name

Displays the name of the time group that applies to the invoice batch group. The time group determines the billing cycle frequency.

Start Date

Displays the start date of the billing cycle for which timesheet statistics are displayed on the screen.

End Date

Displays the end date of the billing cycle for which timesheet statistics are displayed on the screen.

Billing Company

Displays the name of the billing company that issues invoices to the debtors in the invoice batch group.

Time Group Type

Displays the billing cycle frequency that applies to the time group of the invoice batch group. This can be one of the following:
Non Date Driven – indicates that the billing cycle frequency is ad-hoc

Weekly – indicates that the billing cycle frequency is weekly

Fortnightly – indicates that the billing cycle frequency is fortnightly

Calendar Month – indicates that the billing cycle frequency is monthly

Custom Dates – indicates that the billing cycle frequency is based on custom dates that do not correspond with a weekly, fortnightly or calendar month frequency.

Group Timesheets By

Displays the timesheet grouping type that applies to the time group of the invoice batch group. This can be one of the following:

Timesheet End Date – timesheet items will be invoiced based on the week ending date of the respective timesheet and therefore all items on a timesheet will appear on the same invoice.

Timesheet Item Date – timesheet items will be invoiced based on the respective dates of the items and therefore items from a given timesheet may be split across multiple invoices.

This field is blank if the time group type of the invoice batch group is Non Date Driven.

Late Timesheets Grouping

Displays the type of late timesheet grouping applicable to invoices/credit notes belonging to the 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, that 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.

The following components are displayed in the Results section of the screen:

Debtor No.

Displays the system-generated code that uniquely identifies the listed debtor.

Debtor Name

Displays the name of the listed debtor.

Billing Department

Displays the name of the listed debtor's billing department.

Expected In Period

Displays how many timesheets are expected to be invoiced to the listed debtor in the billing cycle of the invoice batch group.

The count of timesheets in this field includes only those that correspond to the billing cycle of the invoice batch group are yet to be invoiced.

The count of timesheets in this field does not include the following:

late timesheets
adjustment time sheets.

Reviewed In Period

Displays how many timesheets, which are billable to the listed debtor and correspond to the billing cycle of the invoice batch group, have already been reviewed and are ready for invoicing.

The count of timesheets in this field does not include the following:

timesheets that are have already been invoiced
late timesheets corresponding to previous billing cycles adjustment time sheets.

Expected Adjustments

Displays how many adjustment timesheets are expected to be invoiced to the listed debtor in the billing cycle of the invoice batch group. The count of timesheets in this field includes only those timesheets that meet all of the following conditions:

are adjustment timesheets
correspond to the billing cycle of the invoice batch group or a previous billing cycle are yet to be invoiced.

Reviewed Adjustments

Displays how many adjustment timesheets, which are billable to the listed debtor, have been reviewed and are ready for invoicing. The count of timesheets in this field includes only those timesheets that meet all of the following conditions:

are adjustment timesheets correspond to the billing cycle of the invoice batch group or a previous billing cycle are yet to be invoiced
have a status of Reviewed.

Expected Out Of Period

Displays how many late timesheets are expected to be billed to the listed debtor in the billing cycle of the invoice batch group. The count of timesheets in this field includes only those timesheets that meet all of the following conditions:

correspond to a previous billing cycle are yet to be invoiced
are original timesheets and not adjustment time sheets.

Reviewed Out Of Period

Displays how many late timesheets, which are billable to the listed debtor, have been reviewed and are ready for invoicing. The count of timesheets in this field includes only those timesheets that meet all of the following conditions:

correspond to a previous billing cycle are yet to be invoiced
are original timesheets and not adjustment timesheets have a status of Reviewed.

Sales Total

Displays the monetary total that will be invoiced to the listed debtor if the invoice batch is created at this point in time. The amount shown in this field is a sum of the sales total of each timesheet that falls into the reviewed in period, reviewed adjustments and reviewed out of period categories.

Purchase Order Alert

Displays one of the following depending on the budget alert status that applies to any debtor purchase order to which timesheets that belong to the corresponding debtor and invoice batch group are linked:

OK- indicates that invoicing the timesheets in the invoice batch group will not breach the budget of any debtor purchase orders to which the timesheets are linked.

Budget Alert - indicates that the budget of one or more of the purchase orders to which the timesheets are linked has fallen to the budget alert level and therefore invoicing one or more of the timesheets could cause a breach in the purchase order budget.

Budget Breach - indicates that the budget of one or more of the purchase orders to which the timesheets are linked has already been breached and therefore invoicing one or more of the timesheets could cause the budget to go further into a negative balance.

It is possible that timesheets belonging to a debtor are linked to different debtor purchase orders, which can each have a different alert status. If this is the case, the highest severity alert status takes precedence, whereby Budget Breach is the highest severity and OK is the lowest severity.

This column is blank if none of the timesheets that are ready for invoicing belong to a debtor purchase order.

The following fields are displayed in the footer of the screen:

Total Expected In Period

Displays the total number of timesheets, which correspond to the billing cycle of the invoice batch group, within the invoice batch group.

The value in this field is the total of the values displayed in the Expected In Period column for each debtor belonging to the invoice batch group.

Total Expected Adjustments

Displays the total number of adjustment timesheets within the invoice batch group.

The value in this field is the total of the values displayed in the Expected Adjustment column for each debtor belonging to the invoice batch group.

Total Expected Out Of Period

Displays the total number of late timesheets within the invoice batch group.

The value in this field is the total of the values displayed in the Expected Out Of Period column for each debtor belonging to the invoice batch group.

Total Reviewed In Period

Displays the total number of timesheets within the invoice batch group, which belong to the billing cycle of the invoice batch group, that are ready to be invoiced.
The value in this field is the total of the values displayed in the Reviewed In Period column for each debtor belonging to the invoice batch group.

Total Reviewed Adjustments

Displays the total number of adjustment timesheets within the invoice batch group that are ready to be invoiced.

The value in this field is the total of the values displayed in the Reviewed Adjustments column for each debtor belonging to the invoice batch group.

Total Reviewed Out Of Period

Displays the total number of late timesheets within the invoice batch that are ready to be invoiced.

Total Sales Total

Displays the sales total for all timesheets in the invoice batch that are currently ready to be invoiced.
The value in this field is the total of the values in the Sales Total column for each debtor belonging to the invoice batch.