Fixed Fee Rules

Click the image below to watch a short tutorial providing an overview of fixed fee rules.

*Under construction - apologies for any inconvenience.

Lump Sum

Manual Entry

1. Select the Manual Entry Fixed Fee invoice Rule type as described in Invoice Schedule > New Rule.

2. Enter the Rule Name.

3. Select the Tax Rate to apply to all invoice items generated from this rule (see Admin > Invoicing > Invoice Rule Defaults to set the default option for this field).

4. Ensure the Active Rule option is selected.
   If this is not selected the invoice rule will not forecast any revenues or generate invoice items.

5. Optionally enter a PO Number.
   This is the Client Purchase Order number against which invoices should be raised.  
   A project’s PO numbers are setup via the Project > Summary screen.
   Note: Client Purchase Orders is an optional feature.
                Please contact customer support to enable this functionality.

6. Enter any relevant Notes.
   These will copy through to the notes on each invoice Item generated from this rule.

7. Optionally enter AccountsLink Department Number and Sales Nominal Code.
   These references will be copied to each invoice item generated from this invoice rule and used to allocate the revenues appropriately when exported to your accounts system.
   Note: AccountsLink is an additional module. For further details please click here.

8. Optionally associate this revenue with a Task.

9. Click Accept.

Note: The Invoicing Due Date will default to the value set in Invoice Rule Defaults.

10. You can now update the forecast invoicing amount using the Invoice Schedule table, see Schedule Lump Sum Invoicing below.

Task Completion

1. Select the Task Completion Fixed Fee invoice Rule type as described in Invoice Schedule > New Rule.

2. Complete steps 2 to 8 as described above in Manual Entry.

3. Select the Trigger Task.
   The forecast revenue will become due for invoicing when this task’s status is set to complete.

4. Enter the Amount to invoice when the trigger task is marked as complete.
   You can also update the forecast invoicing amount using the Invoice Schedule table.

5. Click Accept.

Note: The Invoicing Due Date will be set to the forecast end date of the Trigger Task.

Schedule Lump Sum Invoicing

The invoice schedule table provides an intuitive interface to manipulate:

• Forecast invoice amounts for Lump Sum – Manual and Lump Sum – Task Completion invoice rule types.

• Due dates for Lump Sum – Manual invoice rules types.

Update the Forecast Invoicing Amount for a Month

Applicable to Fixed Fee – Lump Sum or Expense - Lump Sum invoice rules:

1. Expand the task to show any Lump Sum invoice rules.

2. Click on the numeric value in the SCHEDULE for the appropriate invoice rule row for the appropriate month.

3. Enter the Net amount to invoice into the popup.

4. Use the Date Picker to schedule the Due Date, i.e. when this amount should be invoiced.

5. Either click Apply or hit the ENTER key.

Update the Forecast Invoicing Due Date for a Month

Applicable to Fixed Fee – Lump Sum Manual or Expense - Lump Sum Manual invoice rules.

1. Expand the task to show any Lump Sum Manual invoice rules.

2. Click on the numeric value on the appropriate invoice rule row for the appropriate month.

3. Use the Date Picker to schedule the Due Date, i.e. when this amount should be invoiced.

4. Click Apply.

Note: If the new entered Due Date is in a different month, then the scheduled invoice amount will move to that month.

Move a single scheduled invoice amount to another month (Drag and Drop)

1. Expand the task to show any Lump Sum Manual invoice rules.

2. Select the appropriate scheduled invoice amount by clicking anywhere in the cell except the numeric value.

Note: The cell will be highlighted with a dotted border.

3. Pick up the cell by hovering over the selected cell anywhere that the Move Icon appears and holding down the mouse button.

4. Drag the cell to the appropriate month (the selected month will be highlighted with a grey background) and release the mouse button to Drop the value into the appropriate month.

Note: The system will warn you if a value exists in this cell that will be overwritten.

Note: You cannot overwrite cells containing amounts that have been invoiced.

Move multiple scheduled invoice amounts to another month (Drag and Drop)

1. Expand the task to show any Lump Sum Manual invoice rules.

2. Select the appropriate scheduled invoice amounts by clicking and holding down the mouse button anywhere in cell except the numeric value.
   The drag the selection to include other scheduled invoice amounts and release.

Note: The cell will be highlighted with a dotted border.

3. Pick up the cell by hovering over the left-most selected cell anywhere that the Move Icon appears and holding down the mouse button.

4. Drag the cells to the appropriate months (the selected month will be highlighted with a grey background) and release the mouse button to Drop the value into the appropriate month.

Note: The system will warn you if a value exists in this cell that will be overwritten.

Note: You cannot overwrite cells containing amounts that have been invoiced.

Copy a scheduled invoice amount to other months (Drag to Fill)

1. Expand the task to show any Lump Sum Manual invoice rules.

2. Select the appropriate scheduled invoice amount by clicking anywhere in the cell except the numeric value.

Note: The cell will be highlighted with a dotted border.

3. Copy the cell by hovering over the right-hand edge of the cell anywhere that the Drag Icon <> appears and holding down the mouse button.

4. Drag the value to the right or left to select other monthly values and release the mouse to copy the value into the highlighted cells.

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