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  • Identify if an invoice is required for the project by selecting "Generate Unanet Invoice".
  • Indicate whether the project will be invoiced standalone, or as part of a group. If as it is part of a group, specifying whether the project is Lead or Contributor will determine which project defines the invoice formats and other properties.
  • Choose one or more formats from the valid active invoice formats.
  • Choose the Invoice Number format to be used.
  • Choose from the list of standard Payment Terms.

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On the Contacts tab, the Billing Manager can, as in the screenshot below:

  • Specify Contacts – who will be shown on the Invoice as the Bill To:, Ship To:, and Remit To : contacts along with their mailing addressaddresses.
  • Specify Invoice Delivery Method: Print or E-mail.
  • If E-mail is chosen, select from the Email E-mail Messages created in the Admin > Setup > Miscellaneous > E-mail Messages in the Email E-mail Message drop down.
  • Specify e-mail email recipients. 

Regarding email: in order to email an invoice, an E-mail Message and To E-mail email address must be specified within the Project > Billing > Invoice setup > Contacts screen. Assuming that e-mail email is the preferred delivery method for invoices generated for the project, E-mail should be selected as the Invoice Delivery Method.  An An E-mail Message Template and To E-mail are required. Optional Cc E-mail and Bcc E-mail addresses can be entered, as well as Delivery and Read Receipts. 

Note: It is possible to email invoices even if the Invoice Delivery Method is not set to E-mail as long as the E-mail Message and To E-mail email address have been specified.

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On the Other tab, the Billing Manager can:

  • Specify Optional Invoice Header Information:
    • Choose whether to show Project Organization Code, Project Code, Project Title, Project Funded Value, Company Logo, Contract Number, or Order Number on the Invoice.
  • Include default Invoice Description text , (which appears below the Invoice Header and before the Invoice body), and Invoice Memo text (which appears before the Invoice Footer). These can be modified on an individual invoice when it is in Draft status, but the values saved on the project are not modified.

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Setting up Fixed Price Items
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Fixed Price
Fixed Price

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The Billing Manager role can define fixed price items in a number of ways, at the project or task level. this This is done from the Project profile, left menu Billing > Fixed Price:

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  • Adding an individual item to be billed, or
  • Creating a schedule of billable items from a single total value.

If adding a single item, the following screen is presented:

 

In If adding a single billable item, the Project Manager can:

  • Associate the Fixed Price item with the project, or a task
  • Enter a Description for the Fixed Price item
  • Specify the bill Date
    • Enter a fixed Bill Date for the item
    • Link the Bill Date with the Completion Date for the project or task by checking the Bill on Completion box. This links the item bill date to the WBS item or project.
      • If the date is linked, for an item to be included in a Billing & Revenue Post as unbilled (and thus eligible to be placed on an invoice), the Completion Date must be entered on the project or task, AND the Percent Complete value must be entered at 100% (not calculated). Prior to completion, the Revised End Date of the project or task will be used for pro-forma Revenue Recognition if necessary, but the Completion Date will be used as the Bill Date in the Post process for billing.
  • Enter the fixed price item bill amount.
  • Specify how revenue will be recognized for the item:
    • When Billed – Revenue will be recognized when the item is on a bill which is Completed. This approach is not favored by accounting standards but is often used by smaller organizations.
    • % Complete – Revenue will be recognized when a Billing & Revenue Post process is run and calculated based on the Bill Amount and the associated project or task Percent Complete value. This will be determined based on the entered value for the project or task, or calculated by Unanet in the normal manner based on the setting on the Project Profile Budget tab. See Report Calculations including % Complete.
       


    • Custom Schedule – This allows the revenue amount to be recognized over dates and periods specified by the user, identifying the type of periods (week, month, quarter), the number of periods, when in the period recognition should occur and in what period it should start. For example, an organization might bill its client for an annual service agreement, but recognize revenue for this item monthly, quarterly or on some other schedule. In the example shown below, a quarterly revenue recognition schedule is used. Note the schedule items can be adjusted as needed, adding or removing items from the revenue recognition schedule (the ‘Generate Schedule’ "Generate Schedule" wizard just helps speed data creation). However, the total value of the revenue recognition schedule must match the bill value for the fixed price item.

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If the Fixed Price Billing Schedule option is used,  the Billing the following screen is presented:

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If adding a Fixed Price Billing Schedule, the Billing Manager can:

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  • Associate the Fixed Price item with the project, or a task
  • Enter a Description for the Fixed Price item
  • Enter an initial Bill Date for the item
  • Enter the fixed price item bill amount
    • When Billed – Revenue will be recognized when the item is on a bill which is Completed.
    • % Complete – Revenue will be recognized whenever the Post process is run, and calculate based on the bill value and associated project or task Percent Complete value.
    • Specify a Billing Schedule, identifying the type of periods, the number of periods and when the period should start. In the example below, the total amount of $15k is being billed in three increments.

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The final option on the Billing Menu allows a Billing Manager or Administrator to define amounts for labor to be billed in advance of work being performed. One or more Pre-Billed Labor items can be entered for a project with an associated description and date for invoicing. The Pre-Billed Labor amounts are selected onto an invoice based on the Bill Date specified.   Any billable labor transactions posted to the project via the Billing & Revenue Post will be offset against any remaining Pre-Billed Labor balance on the invoice until the Pre-Billed Labor balance is brought down to zero.   An invoice will show pre-billed amounts, the details of labor performed, the amount of the labor charges offset against Pre-billed Labor (in the Pre-billed Labor Offset section of the invoice) and , and any remaining balance on the pre-bill amount. When the pre-billed amount has been completely offset, any additional labor hours posted will be billed on the invoice as usual on T&M invoices.

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