Add/ Edit General Invoice Page
General invoices are not associated with commitments and may be issued for a subset of a budget line item, such as legal fees and builder permits that are required to be paid on the project, but not project-based contracts such as flooring, and other building material.
The Add/Edit General Invoice page allows you to add general invoices or make modifications to the details of a general invoice.
To access the Edit General Invoice page
- From the top navigation tabs, click the Cost tab.
- Choose a project from the All Projects drop-down menu.
- On the Project Cost Summary page, click the Actual Costs link located in the left navigation bar.
- In the Quick Cost Summary section, click the invoice number to view the Invoice Details page.
- Click Edit.
A detailed description of the fields and buttons located on this page is provided below.
Invoice Overview
- Project: If adding an invoice via the Data Entry Menu, click to select a project. Otherwise, this field displays the project name by default.
- Invoice Number: If the auto-fill feature is enabled in cost controls, the invoice item number is displayed by default; otherwise, you must enter an invoice number in this field. For a General Invoice to be added, the associated Budget Item(s) on the project must exist and must be approved. Additionally, the Invoice number must not already be in use for this project and vendor.
- Company: Displays the name of the company the invoice made out to. Click to select from a list of companies.
- Company Number: Displays the company number and will auto-fill when the company name is selected in the field above it.
- Date Received: Displays the date the invoice was received. In add mode, this field auto-fills with the present date. In edit mode, this field cannot be modified.
- Scope of Work: Enter the scope of work in this field.
- Description: Enter a description of the invoice in this field.
- Status: Displays the status of the invoice.
- Contact: Displays the name of the contact person for this invoice. Click the drop-down arrow to make a selection.
- Date Due: Click the calendar icon to select a due date for the invoice.
Currency
- Invoice Currency: Select the default invoice currency type from the drop-down list. If no selection is made in this field, the project currency is selected by default. This
Invoice Items
- Manage Funding: Click to use the funding distribution tool to automatically or manually distribute funds from funding sources/categories to the selected item. For more information, see Funding Distribution.
- Invoice Number: Although editable, this column auto-populates invoice item numbers sequentially as additional items are added.
- Budget Line Item: Click Please Select A Line Item to open the Budget Line Items dialog box and click an account code number to make a selection to link the invoice item to.
- Description: Although editable, this column auto-populates with the budget line item description once selected.
- Funding Rule: If funding sources are enabled on the budget level, this field auto-populates the funding rule associated to the budget line item. To make changes, click this drop-down arrow to select a funding rule for the invoice item. Click the Edit link to customize funding source distributions.
- (Draft Invoices) Although you can save items without a funding rule selected, you are not able to action the item (request approval or approve) until a funding rule is entered.
- (Approved Invoices) You are not able to save an invoice item on an approved invoice until a funding rule is entered.
- Amount: Enter the amount of the invoice item in this field. You are not able to add additional items to approved invoices.
(Approved Invoices) You are not able to add amounts for approved invoices.
- Add: Click this link to add the new invoice item.