Overview:

The Invoicing tab of the Job Enquiry screen is meant to easily view all Job Sales Invoices for the project you are investigating, including any AP Credits. While the screen will still show claims for Contract Claim type invoices, it is recommended to manage your claims in the Contract Claims tab of the Contract Reports module.

Screen Guide:

Open

• Job is the Job level and default sorting column.

• Inv/Cr is whether this line is an Invoice or a Credit.

• Invoice No shows the Job Sales Invoice number (or Credit number) and also serves as a link to open up the Invoice/Credit itself.

• Claim No is used if this is a Contract Claim type of invoice. Invoices created in Contract Claims are sequential.

• Date is the date of the document (not necessarily the created date).

• Title is usually default text set up in the billing tab of Job Maintenance, but can be edited when creating the Invoice.

• Status is the current state of the Invoice:

  • Entered means that it has been created, but not yet approved. It may or may not need additional data before being approved.

  • Approved means that an authorised approver has clicked approved for this Invoice, indicating that it is ready to be sent to the client. It can be unapproved at any time by an authorised user for editing.

  • Sent means that the Invoice was finalised and implies that it was actually sent to the client. It can be unfinalised by an authorised user, but a copy of each sent invoice will be attached to the claim.

  • Updated means that the invoice has been exported with its batch to the financial software. The claim cannot be edited in order to retain consistency with the financial software.

  • Cancelled means that someone clicked cancel in the Invoice, removing all data but leaving a record of it being cancelled.

• Value is the ex-GST amount for the Invoice.

• GST is only the GST amount for the Invoice.

• $ Receivable is the total amount inclusive of GST that you are invoicing.

• $ Credit is the total amount being credited.

• $ Received looks at all Receipts that have been attributed to this Invoice and adds them up, displaying how much has been received to date.

• $ Balance is what is remaining to be paid considering $ Received minus $ Receivable. If your company does not enter receipts, this number will not change.

Once expanded using the + button, more information is displayed:

• Rec/Cr shows whether the additional line is a receipt or a credit for the above Invoice.

• Receipt/Cr No. displays the number that was attached to the receipt or credit for easy reference.

• Date is the date that the receipt or credit was applied against the Invoice.

• Batch shows which Batch the receipt or credit was entered under.

• Amount is the total amount of the receipt or credit.

Next Steps:

You can investigate further by clicking on the individual Invoice No link, or you can search for invoices outside of this Job by going to Job Sales Invoices.