Project Invoicing is set up so you can invoice hours, costs or a fixed price project. It is also possible to Invoice the project with a combination of fixed price, cost and hours. In order to invoice the project, you must create an invoice plan, which also gives you the ability to invoice the project over several periods, so you can set up multiple billing plans on the same project. The date on the billing plan determines the hours that can be included in an invoice. After you generate an order based on the invoice plan, the invoice is scheduled to be locked and will not be possible to edit an invoice from this overview. If you need to make changes, you can do this using the search order / invoice or order status in the main module Financials.
To create an invoice plan
In order to invoice from the project you must create an invoice plan. Click New in the top right corner and specify the date in the dialog box that appears.
New Invoice plan – Multi Client Projects
When you create a new invoice plan for a Multi-Client Project, you must select the customer the invoice plan will apply to. In the drop down menu for selecting customer, the customers against which there are registered hours relating to this project will be available for selection.
After creating an invoice plan, click Hours. All registered hours linked to the project with a date earlier or equal to the date set for the invoice plan will then appear in the list. Select the hours you want to transfer to an invoice, click transfer. Click Return and you can now view the basis for the invoice. To create an order for the transferred hours, click Create Order – an order has now been created on the invoice basis you generated. Go to Search order / invoice or order status in the main module Financial to issue the Invoice.
Fixed price invoicing
After creating an invoice plan, click Fixed price. A dialog box appears on the screen where you can search for the product to be used and further determine the quantity, purchase price, sales price, and you can add a description. The description defaults to the name. If you change the description, this will affect the product’s name as it appears in the order and in the printed invoice.
Invoice based on Costs
After creating an invoice plan, click Cost. Costs that are registered in time registration with a date earlier or equal to the date set for the invoice plan will appear on the list. Mark the costs you want to add to the invoice basis, click transfer. Click Return and you can view the invoice basis. To create an order of transferred costs, click Create Order – an order has now been created based on the invoice basis. Go to Search order / invoice or order status under the main module Financials to issue the invoice.
To change/edit the invoice basis
Right click on the product line to add another product to be used on the product line or to delete the last line of the invoice basis. If you delete the last line of the invoice basis, you will find it by clicking Hours or Costs menu.
Types of Work
All types of work are created in the Administration module – Settings – Time Register and Work Types.
Access to this feature of the project is determined by the defined project role and whether the role has access to the work types. Types of Work on the project allows you to specify which specific types of work that will be possible to use on each project, and what prices each project participant shall use per type of work on each specific project. If you do not make any specifications here, it will be possible to register hours against all types of work you have created, and the embedded default rates on work types will be final.
How to choose the specific work types to be used in specific projects
Click the project name in the upper left corner. In the form on the left you can now tick in the column for the work types to be used in the project and this determines if the work type can be
used in the project (work types not checked, will not be available to be used in the project).
How to override the default rates on the project
Click the project name in the upper left corner. In the form on the right you can now double click on the Price column to override the standard rate for each labor type.
How to override the price per employee
Click on the name of the project participant on which you wish to change the price. In the form on the right you can now double click on the field in the Price column and then add a specific price for the employee.
Here you are able to view and modify all settings for the project, both the ones determined by the default settings you have chosen and other settings you made when creating your project.
Assign hours on the type of work or task
Determines whether the hours that are recorded against the project will be based on the types of work or tasks that are created on the project.
Determines whether the hours registered against the project must be approved. If so, the registered hours on the project will be sent directly to the approval screen after registration.
Here you can enter the person who will serve as project manager. A project manager can be selected from internal or external contacts. Entering the Project leader details here is only to make the name appear in the reports as project manager.
Projects can be deactivated and will no longer be searchable or displayed in the Project module. If you want to activate the project again, this can be done via the Administration module> Settings>Project>Restore projects
Hours relating to the project
The Project and Hours modules are now 100% related to each other. This means that all registered hours must be recorded against projects. The reason for this is to present better reports and reduce the amount of incorrect entries in hour registrations. If you are not working with project-oriented time keeping, it is possible to create a timesheet project from the time registration module for the customers you currently invoice based on hours.
Access via the Project management main page
In the menu to the left on main page is a link to the main module for time registration.
Access via the Project home page
In the menu on the project home page, click on the Register hours on this project to bring up a dialog box where you can record hours. Or, you can click on the Go to Hour registration link to go to the main module for time registration.
Access via tasks
In the task list on the Project Management home page you can click on the arrow symbol to the right of the task. This will bring up a dialog box where you can record hours on the task at hand.