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.
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.