Invoice Details Page

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 the invoice number to view the Invoice Details page.

• Mail Merge: Click to open a mail merge document. In Trimble Unity Construct, a mail merge document is a Microsoft Word® or PDF® print out of the data currently in view. Mail merge templates can be generic, providing just the data currently in view, or custom. If a template has not been created for your project, a generic printout opens. Custom templates provide additional cost data. These templates are created by your Trimble Unity Construct Administrator and can be tailored with field mappings to capture very specific cost information. For more information, see Cost Mail Merge Templates.
• Controlling Process: This field displays on the details table if a cost process exists for the invoice approval. If the process is not yet completed (not in the approve or void status) it can only be updated in the process and not in the Cost module; in which case the action buttons (Make Pending, Make Projected, Edit, etc.) will not display.
• Mark Received: Click to mark an invoice received. Marking an invoice Received is a way to let team members know that the invoice has been received, entered in Trimble Unity Construct and is ready to be approved, and then paid. For instructions, see Mark Invoice Received.
  

  If a funding rule has not been set on the invoice, you will not be able to take action on the invoice (Mark Received, Request Approval etc.)

• Request Approval: Click to request an invoice approval. For instructions, see Request Invoice Approval.
  

  If a funding rule has not been set on the invoice, you will not be able to take action on the invoice (Mark Received, Request Approval etc.)

• Approve: Displays for users with Approve Final Actual permissions. Click to approve an invoice. For instructions, see Approve Invoices.
• Mark Paid: Click to mark an invoice as paid. Typically, an invoice is marked as paid when the accounting department has issued a check to the vendor. Once an invoice has been marked as paid, it cannot be deleted; to remove the paid invoice from the budget, you must void it. For instructions, see Mark Invoice Paid.
• Delete: Click to delete a draft invoice. This button displays for drafts invoices only. Approved invoices cannot be deleted; they must be voided in order to be removed from the budget. The appearance of this button is permissions-based and appears for users with Add/ Edit Actual permissions. For instructions, see Delete Invoices.
• Void: Displays for users with Add/ Edit Actual permissions. Click to void an invoice. Invoices that may have been approved in error can be voided in order to be removed from the project's budget. A voided invoice cannot be paid and the invoice amount will not be included in the actual totals. You can also void invoices marked as paid. This is helpful, for example, for situations in which accounts payable short bills or cancels an invoice (for example, if they require that a new invoice be submitted). It is not necessary to offset a paid invoice by creating another invoice. With the right permissions, you can simply void paid invoices if necessary. For instructions, see Void Invoices.
• Edit: This button is displayed for users with Add/ Edit Actual permissions. Click to edit the details of the invoice. For instructions, see Edit Invoice Details.

Provides a quick overview of the invoice. Use to glean general information about the invoice such as the status, associated commitment, amounts, pertinent dates, etc. The left and right arrows in the Invoice Number field allow you to skip to the next or previous invoice on the project in sequential order.

Provides additional information about the invoice with a little bit more detail as compared to the Invoice Overview tab. Click to view the dates that the invoice was created, approved, voided, due and paid.

Provides information about the currency type currently used as the default invoice currency. If no selection was made in this field, the project currency is selected by default. This tab is displayed only when the multi-currency feature has been enabled for the account.

Provides a list of all project funding sources as well as the amount that the invoice has pulled from each respective source. Use to see how much project funds are available, how much of the invoice is taken from each funding source in order to determine whether or not funding rules need to be adjusted.

Provides a list of all the invoice items that are linked to this invoice. Clickable links enable you to access related pages for further information or to take related action. Click the funding rule link to open the Funding Source Distribution modal for a breakdown of funding distributions for this invoice.

The fields that are described below will differ for Payment Application commitments. See About the Payment Application for a description of these columns.

• Paper Clip Icon: Click this icon to view and access documents that have been attached to this invoice item. Attachments can be added by editing the invoice. For instructions, see Add Documents to Invoice Line Items.
• Show Approved Commitment Items: This check box displays for commitment invoices against non-pay app commitments that include unapproved commitment items. This check box displays for all commitment invoices against non-pay app commitments. By default, this tab displays only those commitment items that have been fully or partially paid. Select this check box to also see commitment items not yet paid/ un-invoiced commitment items.
• Edit Amounts: This link displays for invoice items in draft status, with retainage release amounts in the Released This Invoice column. Click this button to modify retainage released amounts. For more information on how retainage release works in e-Builder, see About Retainage Release in e-Builder. This link will only appear for commitment invoices.
• Commitment Item #: This is the commitment item number of the item this invoice is associated with.
• DescriptionThis is the description of the invoice item.
• Current Commitment: This is the amount of all approved commitment changes plus original commitments, and approved general invoices. The formula is as follows: (approved commitment changes) + (original commitments) + (approved general invoices).
• Invoiced to Date: This is the amount that has been invoiced to date.
• Retained to Date: This is the amount that has been retained to date according to the retainage percent entered on the Commitment/ Commitment Item page.
• Released This Invoice: This is the amount of retainage that has been released for the selected invoice.

Displays invoice custom fields that have been created for the account. For more information on commitment custom fields, see Cost Custom Fields.

Displays notes that have been added to the invoice. From here you can also add notes to the invoice.

Displays files that have been attached to the invoice. From here you can also attach or remove documents from the invoice.

Displays forms that have been attached to the invoice. From here you can also attach or remove forms from the invoice.

Displays processes that have been attached to the invoice. From here you can also attach or remove processes from the invoice.