Creating Project Invoices

In the Project Invoice Entry window, you can create a schedule for billing multiple jobs on a single invoice. Project-level invoices can be created with or without bill codes. Third party billing is supported in project-level billing. Project-level billing creates a single Accounts Receivables transaction while distributing revenue to multiple jobs, divisions, or General Ledger accounts. Credit memos can also be created in this window. A posted project invoice can be reprinted from the Project Status window. See Using the Project Status Inquiry Window for more information.

1. Select Transactions > Job Cost > Project Level Billing.
2. Complete the following fields, as necessary.
   • Document Type
     Select a document type.
   • Document Number
     Enter a document number or accept the default.
   • Project Number / Description
     To create a project bill code invoice, enter a project bill code project number. The project description displays.

   • Bill To Customer, Bill To Customer Name
     These fields default from the selected job. You can accept the default or you can select a different customer. 

     If you select a different customer, the Bill To address that prints on the invoice is the Bill To address set up in Customer Maintenance.
   • Project Customer ID, Project Customer Name
     These display-only fields default from the project number selection.
   • Document Date
     The Document Date completes defaults from the system date, however you can change this.
   • Batch ID
     You can assign project bill code invoices and non-project bill code invoices to the same batch, but you can't print either type of invoice from the Receivables Batch Entry window. You must print them from the Project Invoice Entry window.
   • Tax Schedule ID
     The Tax Schedule ID defaults.
   • PO Number
     Enter a purchase order number, as needed.
   • Currency ID
     The Currency ID defaults.
   • As of Date
     The As Of Date defaults as the system date, however you can change this.
   • Job Number
     Enter a job number.
   • Calculate Sales Tax on Billing Amount
     This checkbox is located at the bottom of the window. If you are using a Retention Percent, mark this checkbox to calculate the sales tax on the Billing Amount. If unmarked, the sales tax is based on the subtotal amount (Billing Amount - Retention Amount). There are currently five states (WA, NV, TX, OH & DE) that require that sales taxes on the Job Cost invoices be calculated based on the gross receipts (sales amount not reduced by retention).  The checkbox setting defaults from the Project Maintenance window but can be marked/unmarked in the Project Invoice Entry window. Taxes are recalculated when the checkbox is marked/unmarked. 
3. If this is a project bill code invoice, when you tab off the Job Number field, the Schedule Invoice window opens. Use this window to assign bill code amounts to be billed at the job-level.
4. In the Schedule Invoice window, complete the following fields:
   • Application Number
     When you save the invoice, the application number rolls down to all jobs assigned to that project on that invoice.
   • Period To
     Enter the last day of the billing period for the invoice.
   • Bill Code Number, Description, Account Number, Schedule Value, Previous Billings, Bill %, Current Due
     Enter the bill code information and billing amounts or percentages.

   • Current Bill
     Select the expansion button in the Current Bill field to open the Application For Payment window. Complete the window as usual. The retention amount entered in the Retention Withheld field will override the retention percent entered in the Job Maintenance window. 

     When you bill for retention due on a project-level invoice, retention must be invoiced at the job level.
     
5. Select Save to close the Schedule Invoice window and return to the Project Invoice Entry window.

6. In the Bill column, mark the job(s) to include on the invoice. You can manually mark or unmark the jobs or you can use the Mark All and/or Unmark All buttons in the button bar at the top of the window.

7. If this is a non-project bill code invoice, you can edit the Current Billing Subtotal field. The current billing subtotal is set based on posted costs for the job and profit types assigned to the job's cost code.
   
   If you edit the current billing subtotal amount in the Project Invoice Entry window, the entire amount billed will be applied to the Labor cost element. To edit the amount billed at a cost-element level, select the expansion button in the Current Billing Total field to open the Project Job Billing window. Edit the amounts billed and select Save. If this is a project bill code invoice, when you select the expansion button in the Current Billing Total field to open the Project Job Billing window, only the Retention Due field can be edited. Use this window to issue a retention invoice for project bill code jobs. 

   The Current Billing Total field is automatically calculated based on the current billing subtotal and retention withheld for the job. If you edit the current billing subtotal, the retention withheld and subtotal are automatically updated.  For project bill code invoices, the expansion button in the Current Billing Subtotal field opens the Schedule Invoice window.

8. In the Project Invoice Entry window, select the Print button.
   • If the invoice is a non-project bill code invoice, the JC Project Invoice report prints.

   • If the invoice is a project bill code invoice, the project-level version of the Application for Payment invoice prints. The report will print all bill codes with the same project number and invoice number. If the same bill code exists on more than one job on the project, the report will print one line item that totals all the same bill codes on the project. You can also select File > Print to print the Project Invoice Edit List, which lists jobs assigned to this invoice.

9. In the Project Invoice Entry window, select Save.

Viewing Billed Position from the Project Invoice Entry Window

1. Select Transactions > Job Cost > Project Level Billing.
2. Select the project and then select the job in the scrolling window.
3. With your cursor focused on the job row, select the blue arrow to the right of Reimbursable in the scrolling window header.
4. The Project Job Billing window displays.
5. Zoom on Retention Due.
6. The Billed Position and Billed Amounts window displays for the selected job.