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 Portal > Billing > Create Invoice Batch screen by clicking the View Details 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 information about the fields and controls on the Invoice Batch Group screen. The Invoice Batch Group screen consists of the following sections:
screen header list grid screen footer.
The screen header displays general information about invoice batch group. The components of the screen header are described below.
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 col umns, 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 list grid section of the Invoice Batch Group screen lists the debtors in the invoice batch group and displays statistics about timesheets that belong to those debtors and that are yet to be invoiced. The components of the list grid section of the screen are described below.
Include In Batch
If ticked, the debtor will be included in the invoice batch. This means that the debtor's timesheets, which have been reviewed and correspond to the billing cycle of the invoice batch group, will be invoiced in the invoice batch.
By default, all debtors in the invoice batch group who have at least one reviewed timesheet corresponding to the billing cycle of the invoice batch group will be included in the invoice batch. If you do not want to invoice a specific debtor as part of the invoice batch, you can deselect the relevant debtor by clicking this field next to the listed debtor so that the tick is cleared. Note:
If you want to exclude debtors that are selected by default, you must create the invoice batch directly from the Invoice Batch Group screen. This will create an invoice batch that includes the invoice batch group that is displayed in the Invoice Batch Group screen only. For more information, see How to Create an Invoice Batch.
Debtor Code
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 timesheets that meet all of the following conditions:
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.
Note: 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 O K is the lowest severity.
This column is blank if none of the timesheets that are ready for invoicing belong to a debtor purchase order.
View Details
Displays the timesheet details screen, thereby allowing you to view a list of timesheets that are billable to the debtor, filtered by timesheet processing stage and by category (for more information, see Viewing Debtors' Timesheet Details).
The following fields are displayed in the footer of the Invoice Batch Group 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.
Invoice Date
If you create an invoice batch directly from the Invoice Batch Group screen, the date in this field will be the issue 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.
The date defaults to the current date. You can specify another date by typing the date into this field or by clicking and using the calendar control to select the relevant date.
Create Invoice Batch
Creates an invoice batch that includes only those timesheets that belong to the invoice batch group that is displayed in the Invoice Batch Group and that includes only those debtors that are selected on the screen.
From the Invoice Batch Group screen, you can also do the following:
display a list of timesheets to be invoiced to each debtor, filtered by timesheet processing stage and by category create an invoice batch that includes only the invoice batch group you that you are viewing.