Invoice Bill Code Group Maintenance

Invoice bill code groups can be used to group specific bill items or bill item types onto separate invoices and credit notes. For example, if a debtor requests to be billed separately for expense items (reimbursements) an invoice bill code group can be configured with two bill item type groupings; one for bill item types of Reimbursement and another for bill item types of Ordinary, Allowance, Overtime and Leave. Therefore, when invoices are issued to the debtor, Reimbursement items will be grouped onto a separate invoice from Ordinary, Allowance, Overtime and Leave items.

Invoice bill code groups are assigned to a debtor on the debtor invoice details (for more information, see Managing Debtors). It is not mandatory to assign an invoice bill code group to a set of debtor invoice details but if one is assigned it works in conjunction with the time grouping and invoice data grouping to determine which bill items appear on each automatically created timesheet-based invoice or credit note.

For example, consider a scenario where Debtor A has a set of invoice details defined specifically for invoices issued by Billing Company X and the invoice details are configured as follows:

Data Group: Job

Invoice Bill Code Group: Bill Code Group Y

Invoice Bill Code Group Y is configured with the following invoice bill code groupings:

There are two interpreted timesheets that are ready to be billed by Billing Company X to Debtor A for job order 200000001 and 200000002 respectively when an invoice batch is created. Both timesheets include ordinary time and overtime as well as allowances and reimbursements.

In this scenario, the following invoices will be generated in the invoice batch:

• one invoice for job order 200000001 that includes Ordinary and Overtime bill only

• one invoice for job order 200000001 that includes Reimbursement bill elements only

• one invoice for job order 200000002 that includes Ordinary and Overtime bill elements only

• one invoice for job order 200000002 that includes Reimbursement bill elements only.

Important Notes About Invoice Bill Code Groups & The Credit/Rebill Process

The Credit/Rebill process in FastTrack360 supports crediting a single invoice and the generation of a single rebill invoice per batch. Because of that the process does not support splitting invoice items onto separate invoices based on an invoice bill code group. The implications of this are as follows:

• If you attempt to credit and rebill an invoice that was originally generated when an invoice bill code group was assigned to the debtor’s invoice details, you will be unable to progress the Credit/Rebill batch process past the stage of creating a credit note to credit an original invoice (i.e. you will be unable to generate a rebill invoice). That is because if generated, the rebill invoice would include all invoice items based on the debtor data group, not just those on the original invoice that is credited, which could result in double-billing of some invoice items. If you need to issue corrected invoices to a debtor, you should therefore do the following:

• If you attempt to credit and rebill an invoice that was originally generated when there was no invoice bill code group assigned to the debtor’s invoice details, you will be to create a credit note and a rebill invoice as per usual via the Credit/Rebill process, irrespective of whether an invoice bill code group has been assigned to the debtor’s invoice details since the original invoice was created. That is because the Credit/Rebill process always uses the invoice details that were applicable at the time when the original invoice was created to determine how to group invoice items onto invoices.

See also in this section: