Creating an Invoice Batch

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

• results list that lists the invoice batch groups matching your search criteria.

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.

By default, the Any Billing Company 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.
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.

The following components are displayed in the results list section of the screen:

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.
The date defaults to the current date. You can specify another date by typing the date into this field or by clicking within the field and selecting the relevant date.

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.
The count of timesheets displayed in this field includes all original and adjustment timesheets that meet all of the following conditions:

• belong to a debtor that is included in the listed invoice batch group have a status of Reviewed
  have not been invoiced previously

• correspond to the billing cycle of the invoice batch group, as identified by the dates in the Start Date and End Date columns, or a previous billing cycle.

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.