Add/ Edit Commitment Invoice Page

A commitment invoice is an actual cost that is applied against an existing commitment to track how much of that commitment has been paid out to date or is still outstanding. The Add/Edit Commitment Invoice page allows you to add commitment invoices or make modifications to the details of a commitment invoice.

  1. From the top navigation tabs, click the Cost tab.
  2. Choose a project from the All Projects drop-down menu.
  3. On the Project Cost Summary page, click the Actual Costs link located in the left navigation bar.
  4. In the Quick Cost Summary section, click Add and then select Commitment Invoice.

A detailed description of the fields and buttons located on the Add/ Edit Commitment Invoice page is provided below.

  • Save and Add New: (Add Mode) Click to save the new commitment invoice and then add a new one.
  • Save: Click to save the invoice.
  • Cancel: Click to cancel any edits you've made. All unsaved changes will be lost.
  • Project: If adding an invoice via the Data Entry Menu, click to select a project. Otherwise, this field displays the project name by default.
  • Commitment: Click to select the commitment you are invoicing against.
  • Invoice Number: If the auto-fill feature is enabled in cost controls the invoice item number displays by default; otherwise, you must enter an invoice number in this field. For a Commitment Invoice to be added, the commitment on the project must exist and must be approved. Additionally, the invoice number must not already be in use for this project and vendor.
  • Date Received: Displays the date the invoice was received. Depending on Cost Settings, this field may auto-populate with the present date when in Add mode. In edit mode, this field cannot be modified.
  • This is a retainage release: Does not display for payment-application type commitments, because a separate invoice is not needed to release retainage on these commitment types. For more information on the payment application feature, see About the Payment Application. Select this check box to process a retainage release invoice. See, About Retainage Release to learn more.
  • Description: Enter a description of the invoice in this field.
  • Status: Displays the status of the invoice.
  • Company/Contact: Displays the name of the company and contact the commitment was made with.
  • Date Due: Click the calendar icon to select a due date for the invoice.
  • Retainage mode: This field is displayed only if the Support manual entry check box has been selected in the Retainage amount field while adding or editing the commitment.
    • Default: This option button is selected by default. When selected, the invoice amount retained for a period cannot be edited manually.
    • Manual: Select this option button to allow manual override of retainage amounts on invoice line items. When selected, the Retained This Invoice column values can be manually edited.
  • Costs (Currency): By default, the project currency is displayed. If the commitment has a different currency, it will display the commitment currency.
  • Import Invoice Items: Displayed if a payment application type commitment is selected from the Commitment drop-down menu. Click to import invoice items or a schedule of values into the system. For more information on the payment application feature, see About the Payment Application.
  • Manage Funding: Click to use the funding distribution tool to automatically or manually distribute funds from funding sources/categories to the selected item. See Funding Distribution, to learn more.
  • Reset Retainage: Select one or many invoice item rows and click this button to reset the retainage amount or retainage percentage to the original value.

    Only users with the Edit Retainage on Actual permissions can manually edit the retainage percentage or retainage amount.

    The Confirm Reset Retainage window will be displayed asking you to confirm whether the changes made to the retainage percentage or retainage amount can be reset. Click Continue to confirm the reset. Click Save to retain the changes.

    This button is displayed only for commitment invoices in the Draft or Received status on a Non-Pay app commitment that has manual retainage entry supported (in the Retainage Amount field on the page) and the Manual retainage mode enabled (on the Add/ Edit Commitment Invoice page). At least one invoice item must be selected for this button to be enabled.

  • Add From Daily Reports: Displayed only if a dynamic cost process is configured for the account. For more information, see Dynamic Cost Management.
  • Funding Rule: Click to select a funding rule for this invoice. Click the Edit link to create a custom funding rule.
  • Invoice Amount: Enter the amount of the invoice in this field.
  • Retainage Release: Displayed and can be edited when the This is a retainage release check box is selected. Enter the amount of retainage to be released for this invoice.

    You are not able to action an invoice (request approval, approve etc.) if the amount of released retainage is larger than the amount retained to date.

  • custom_fields_edit - Edit Custom Fields Icon: This is the Edit Custom Fields icon and it displays toward the end of the Invoice Items table. Please note that if you are viewing a pay-app commitment, you might have to scroll to the right in order to see this icon. Click to complete invoice item custom fields. If these fields are required, you are not able to save the invoice until these fields have been completed. See Add Invoice Item Custom Fields for steps on configuring these custom fields.