Invoices

1. What is the overview process for invoicing?

2. What if I want to change my invoice template?

3. How do I create an invoice in a foreign currency?

4. As a project manager, how do I quickly check the status of invoices that have been sent to my clients?

5. A user's logged time is not available for billing when I run a Refresh Due on the Due Invoicing page?
   

1. What is the overview process for invoicing?

For time and expense based billing

1. 1. Log time and expenses

   2. Approve time and expenses

   3. Setup invoice rule for time based billing

   4. Setup invoice rule for expense based billing

   5. Run billing using time and expense invoice rules

   6. Select invoice items to add to invoices

   7. Click 'Create Invoice'

   8. Edit and save invoice details

   9. View printable invoice

See the help topic Prerequisites for invoicing for further details.

2. What if I want to change my invoice template?

ProjectMinder is supplied with standard invoice templates, of which you can select one as your default printable invoice.

If you require a customised invoice template to match your specific company requirements, please contact Project Solutions support.

3. How do I create an invoice in a foreign currency?

If you are entering the invoice items manually, then:

1. 1. Log time and expenses

   2. Enter them in sterling.

   3. Once you have created the invoice, click on Invoice Details, select the currency from the drop-down box and type in the current exchange rate.

   4. When you are satisfied with your changes, select Save and close.

   5. Go to Invoice History to locate the invoice, which will now be in the converted currency.

4. As a project manager, how do I quickly check the status of invoices that have been sent to my clients?

Select your project and on the sub-menu click on .

This will show you a list of all invoices with a status of 'sent', 'paid', or 'part-paid'.

5.  A user's logged time is not available for billing when I run a Refresh Due on the Due Invoicing page?
   
   

To ensure logged items can be picked up by As Logged invoice rules you will need to check the following areas:

• All items (time and expenses) must be approved. Only approved items will be picked up by As Logged invoice rules.
• The approved item must be picked up by a Rate Set. Any approved time or expense item that does not meet the criteria of the Rate Set will be ignored by the Invoice Rule, i.e. the correct tasks, users, and dates are specified in the Rate Set.
• The user cannot have a Charge Rate of £0 in the Rate Set. Approved time will be ignored by the invoice rule if a user's charge rate is £0.
  
• The invoice rule must be active.
• Ensure the invoice rule is configured to pick up the approved item, i.e. the correct tasks, users, and dates are specified in the Invoice Rule.
• Items that have been transferred from another project using the Transfer Data tool will need to be removed from the original project by running a Refresh Due on that project, and then a Refresh Due should be run on the Target project so it can be picked up by the correct rule.
• Lastly, if you have checked all of the above then it is likely that the approved item has already been attached to an existing invoice. Invoice items can only be associated with one invoice.
  

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