Invoicing 4: Transfer WIP to billing, prepare and post client invoices

• Invoicing 1: Prerequisites (fees, document templates, invoicing by business unit)
• Invoicing 2: Time entries, charges, recurring fees, stub payments, prepayment
• Invoicing 3: Review time records
• Invoicing 4: Transfer WIP to billing, prepare and post invoices
• Invoicing 5: Review and pay invoices 

Transfer WIP to billing...

Items charged to a client by way of time entries, charges, and recurring fees are referred to by Primacy as work in progress. To move them to the next stage of the billing process it is necessary to run the process Transfer WIP to Billing.

1. Click Client administration > Lists > Clients.
2. Click Find all.
3. Locate and double-click the client you would like to work with.
4. Click Fees > Recurring fees. The list of created fees will display in the list.
5. Put a checkmark next to the fees you would like to bill.
6. Click Actions > Transfer WIP to billing...
   
   
   
    The Business party field will be prepopulated and greyed out if you are in the clients properties. If you are running Transfer WIP to billing from Billing items or Prepare client invoices, you will be provided with the option to select any active business parties. 
   
    The business party must have a Client status of Active.
   
   
7. Uncheck the Include non-recurring charges? checkbox if you would not like to include charges and time entries.
   
    Non-recurring charges are time entries and charges.
   
   
8. In Transfer all entries up to and including, select the date. The default option is today's date.
   
    Once completed, the Next charge date should now update on the recurring fee with the correct information, depending on what you have selected as the Invoice frequency. For example, if you had selected an Invoice frequency of Annual, then the Next charge date should be a year from now.   
   
   
9. Click Transfer. A confirmation screen will appear. 
   
    Only fees with a Billing status of Accepted will be transferred. The transfer will take place for only the client from which it is being run unless All is selected under Business party. 
   
   
10. Click OK.
    
     If you go back to the Recurring fees list and refresh the page, the Next charge date should reflect the new information.

 This process will collect the following types of billing entries for the specified client(s), officers and invoicing period:

• All accepted time entries.
• All accepted non-recurring charges.
• All recurring charges that were defined in the client's service profile and are not due.
• All recoverable expenses that were paid by the Master Institution on behalf of clients.

Selected entries will be flagged as ready for billing and can no longer be changed or deleted by general staff. All of these entries are now ready to be reviewed prior to appearing on an invoice.

 If your installation uses an external invoicing system that has been integrated with Primacy Workplace, this form will have the appropriate heading, for example, Transfer WIP to CMS. This feature may only be used for clients who have a status of Active or Approved with exemptions. 

 You can also access the Transfer WIP to billing command from the lists Billing items or Prepare client invoices if the following system properties are set to Yes:

• Transfer WIP to billing from Billing items
• Transfer WIP to billing from Prepare client invoices

 Two additional system properties will prevent the user from transferring all clients’ items to billing by restricting the transfer to one client or one billing administrator. To enable this restriction the following system properties should be set to Yes (The system default is to have these set to no): 

• Transfer WIP to billing requires client
• Transfer WIP to billing requires billing administrator

Prepare client invoices

1. Click Time and billing > Lists > Prepare client invoices.
2. Click Find all.
   
    To make finding the company you're using easier, it might be a good idea to sort the list by Date generated. To do so, click the Date generated list header, and the list will sort from most recent to least recent.
   
   
3. Once the company has been located, the fee must be set to Ready to bill before draft invoices can be created. Right-click the fee and select Ready to bill. The Status column will update to Ready to bill.
   
   
    If there were multiple billing items, you can select which items you would like to set to Ready to bill. By right-clicking a billing item, you can change the Billing status to Hold for next invoice, In review or New. 
   
    You can edit the Amount to bill for a billing item by right-clicking and selecting Increase/decrease. You can then change the Amount to bill and select Save and close. The Increase/decrease amount will automatically calculate based on the new value you entered in Amount to bill.
   
    See Prepare client invoices (list) for further details.
   
   
4. Once the status reads Ready to bill, right-click the company again and select Create draft invoice documents. The Create draft invoice documents screen will appear.
   
    
   
    This step is optional.
   
   
5. Click Find all draft invoice to create to populate the entire list or you can also search by Client.
6. Click the checkbox next to the fee you would like to generate the draft invoice for.
7. Click Create draft invoices.
8. A screen will appear asking if you would like to print the created invoice documents. Select Yes to print or No to skip.
9. Now, under the Generating status column, View draft invoice documents will be enabled. Click View draft invoice documents. The document editor will appear.
   
   
   
   
10. Review the draft invoice.
    
     The document editor will not display an invoice number at this stage since the invoices have not been posted. The invoice number will be added once the invoices have been posted. 
    
     Editing the document at this stage is only temporary. If you would like the changes to be permanent you will need to update the document template under Event actions > Document templates.
    
    
11. Close the editor. It will return you to the Create draft invoices screen. Click Close again to close the window.

Post invoices

Once the client invoices have been prepared, we can finally post the invoices.

1. In the Prepare client invoices list, locate and right-click any fee with a Status of Ready to bill and select Post invoices. 
   
   
   
    The invoice date is the actual posting date. This is the date that will appear in your accounting.
   
   
2. Click Post invoices.
3. A confirmation screen will appear. Click Yes.
4. A window will appear saying that the invoice documents have been created successfully and if you would like to print them. Click Yes to print, or click No to proceed.
5. Under the Generating status column, View invoice documents will be enabled. Click to review your invoices.
   
    There will now be an invoice number. 
   
    Once you close the Post invoices window, you will be returned to the Prepare client invoices list. The invoice will no longer be in the list and can now be viewed in the Invoices list.