VI-93: Taking Advantage of Recent Billing

EnhancementsMelissa Coffey

Agenda

Invoice Approvals

Invoice Template Editor Enhancements

New 7.6 functionality

– Retainer Ledger

– Invoice and Backup format options

– AR Statement enhancements

Invoice Approvals (7.1)

Invoice ApprovalsHighlights

Speeds up the invoicing process by organizing and automating the steps from draft bill to final

acceptance of the invoice.

Provides alerts to move along the invoice approval process.

Provides electronic comments and retains a history of the communication.

Allows delegation of the approval process when primary approver is absent.

Invoice ApprovalsProcess

Biller

submits

invoice

PM reviews:

previews invoice

online, reviews

summary information,

adjusts transaction

detail, updates

percent complete,

enters comments and

approves invoice

Alert is sent

to approver

(Project

Manager)

Alert is

sent to

Biller

Invoice is

final accepted

and sent to

client

Draft

InvoiceFinal

Invoice

Invoice ApprovalsConfiguration

• Enable Invoice Approval by company

• Define Default Approval Process

• Define process in billing terms by project

Invoice ApprovalsApproval Process and Alerts

Define the workflow for the Invoice Approval Process

• Alert Project Manager when invoice is ready to be approved.

• Alert Biller when invoice is ready to be final accepted.

• Alert Biller if invoice is rejected with reason.

Invoice ApprovalsSubmit Invoices

Invoices can be submitted through Interactive Billing or Batch Billing.

Submit process will kick off alerts to PM to review and approve invoices.

Invoice ApprovalsComments

Audit record of all comments

for the entire life of project.

Bring all comments online.

Comments specify any

adjustments prior to finalizing.

Invoice Approvals

Review a summarized list of all invoices in the current approval process.

•Preview invoice, review approval comments, update fees

•Approve and Reject

Invoice ApprovalsInteractive Approvals – General Tab

• Preview invoices

• Review and enter comments

• Invoice Billed to Date information

• Project Fees

• Project JTD financial Information

• Approve and Reject

Invoice ApprovalsInteractive Approvals – Details Tab

• PM can review labor and expenses associated with submitted invoice.

• PM can review any NEW transactions.

• PM can make adjustments (transfer, hold, write off) with proper security access.

Invoice ApprovalsUpdate Fees

Project Manager can update percent completes as part of the approval process.

New billing terms record access security allows the PM to ONLY update percent complete within

fee billing terms.

Invoice ApprovalsFinalize Invoice

Accepted invoice with no corrections

– Finalize invoice through Interactive Billing or Batch Billing and send to client.

Accepted invoice with corrections

– Make necessary corrections, accept and send to client.

Rejected Invoice

– Make necessary adjustments and resubmit to restart approval process with approver.

Template Editor Enhancements (7.4)

Invoice Enhancements

Insert fields from Project Info Center in Invoice

Header

Highlight Invoice total

Simplify Subtotals

Hide all details within Section

Simplify invoice format with multiple lower WBS

levels (labels, totals, lines)

Include Currency on Section Subtotals

Group billing phases

Invoice Header: Add Project Fields

Highlight Invoice TotalHeader and Footer

Simplify Invoice SectionsHide Subtotal

7.3 Sample Invoice Sample Invoice with new option

Simplify Invoice SectionTotals Only

7.3 Sample Invoice Sample Invoice with new option

Simplify Billing by WBSExample

7.3 Sample Invoice Sample Invoice with new options

Hide lines between phases

Hide phase subtotal

Hide Phase label and Number

Simplify Billing by WBS

• Option to Print Phase number, Option to hide

the Phase Header

• Option to hide the Phase total

• Option to format or hide line separating Phases

Currency Code on Section Subtotal

7.3 Sample Sample with new option

Misc. Tab of Invoice Template Editor

Billing Phase GroupingSample Invoice

Billing Phase GroupingSample Billing Terms

Enable Phase GroupingHide Detail

• Show only the Phase Groups and

not the individual billing phases

• Provides ability to breakout billing

phase posting by WBS without

showing detail to client.

New Functionality in 7.6

Retainer Ledger

Detailed retainer

transactions by project

Retainer Ledger Options

• Show complete details

associated with retainers (all CR

and IN)

• Review retainer totals by project

and/or by client

• Review retainer amounts

received for specific timeframe

(last year, first quarter)

AR Statement

AR Statement Options

• Greater flexibility in designing AR

statement. Create similar look as

invoice.

• Add a logo to your AR Statement.

• Define margins for information

printed in the heading.

• Print project long name.

Batch Unsubmit

Employee Name on InvoiceInvoice Report

7.5 - Employee Name 7.6 - Labor Category Description

Replace employee name with Labor Category Description, Labor Code Description or Title while

displaying date and comments.

Employee Name on InvoiceBackup Report

Replace employee name with Labor Category Description, Labor Code Description or Title on Billing

Backup Report.

7.5 - Employee Name 7.6 - Labor Category Description

Employee Name on InvoiceBilling Terms

Labor Billing TermsBilling Backup Terms

Billing Backup – Draft InvoicesShow Expense on Fee Projects

Billing Backup – Draft InvoicesShow Expense on Fee Projects

Billing Backup – Final and Draft InvoicesShow Fee Total and Add on

Please submit a survey for this session via the

mobile app.

40

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