Invoicing 1: Prerequisites (fees, document templates, invoicing by business unit)

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

Before the invoicing process can begin, there are two prerequisites: You must create fees and add invoice document templates.

Create a fee

The first step in the invoicing process, once a client has been created, is to create a fee. 

1. Click Client administration > Lists > Setup > Fees.
2. Click Add fee. 
   
    You may also click Actions > Add fee.
   
   
   
    As a default, the Active and Billable? checkboxes will be selected.
   
   
3. In Fee, enter a name for your fee.
4. In Fee code, enter a corresponding fee code.
5. In Business unit, select an option if you would like to invoice by business unit. See invoice by business unit for details on this process.  
   
    The Always post to this business unit? checkbox is used for scenarios where you want the business to never change for the applicable fee.
   
   
6. In Fee type, select the appropriate fee type.
   
    If you would like to create a recurring fee, select Expense. Expenses are for charges and recurring fees while Hourly fees are for time entries. Since we are creating a recurring fee, click the Is recurring?, Bill in advance, and Deferred income accounting? checkboxes. Only fees with the Is recurring? box checked in the fee properties may be added to a client's fee profile and charged on a recurring basis. For fees that are billed in advance, the system allows for deferred processing so that the income is recognized over a period of time. 
   
   
7. In Default new charges as, select Billable since we want this to be a chargeable fee.
8. In Tier type, select Banded, fixed amount.
9. The Minimum quantity, Maximum quantity and Standard quantity fields will be enabled if the checkbox Charged per unit? is checked. The Minimum quantity value must be greater than 0.
10. If you would like to make the fee applicable to a certain type of business party, this can be done under Restrictions. Put a checkmark next to the business party you would like to apply the fee to.
    
    
11. Click the Ledger accounts tab at the top of the form.
    
    
    
    
12. In Expense, Payable, Income, Receivable and Deferred income, select the applicable accounts.
13. Click the Invoicing tab.
    
     The Invoicing tab pertains to invoice statements. Any text that you add under Description and Narrative will be included on any invoices for the applicable fee, as long as the correct hashtags are used. Enter the fee description and narrative along with any appropriate hashtags. Hashtags are used so that you do not have to hard code values since the values will constantly change. The hashtags represent the values that you select on the form. 
    
    For example, using the hashtag #fromyear# will take the year from the Starts on date that you selected on the Recurring fee form. The following is a list of hashtags that can be used when creating invoice descriptions and narratives:
    
    #fromdate#
    #fromyear#
    #frommonth#
    #thrudate#
    #thruyear#
    #thrumonth#
    
    
    
    
14. Once the accounts have been selected, the Save, Save and new, and Save and close buttons will be enabled. Click Save. Once saved, four new tabs will appear: Deferred income, Fee calculations, Fee sharing, and Administration.
    
    
    
    
15. Click the Fee calculations tab to set up the billing amount for the fee.
    
    

     When recording either a charge or a time entry, a fee calculation must exist for the selected currency/ fee. If a fee calculation does not exist, the following message will display:

    • The fee and currency combination have no tiers set up.
16. Click Add fee calculation.
    
    
    
    
17. In Currency, set the currency.
18. In the Tier maintenance table below, in the To dropdown, select the value for the tier. If no tiers are needed, select the value All.
19. In Amount, enter the amount you would like to use for this fee.
20. Press Enter on your keyboard. The created tier will appear in the list. It will also fill in the remaining content from the number you entered to All. You can add as many tiers as you would like.
21. When complete, click Save and close. The Fee calculation form will close and you will be brought back to the Fee calculations list. The created fee calculation should display in the list.
22. Click Close. The created fee will display in the Fees list.
    
     Now the fee has been created. 
    
     See Fee calculations (form) for further details on all fields.
    
    

     When a fee has been Submitted and Accepted it cannot be changed. The Status of the fee in the list will appear as Approved. To make changes to a fee, double-click the item in the list, right mouse click or select Properties from the Actions menu. Select Cancel. The Cancel option can also be selected without opening the Properties of the fee. The fee should then be added back to the client with the new information.

     The Delete command is only available if the fee has not yet been charged for the client.

     See Fees (form) for further details on all fields.

Document templates (invoice templates)

Add a document template 

1. Click Settings > Lists > Application configuration > Event actions.
2. Under Document templates, click the Add document template button.
3. In Document number, enter a number to identify the document.
4. If the Business unit remains as Not set, then this template will appear for all invoices generated. However, if you select a specific business unit (ex. Auditing), when the invoice is generated, this template will appear for any time entries, charges or recurring fees that have a business unit of Auditing. 
5. In Description, enter the name of the document. 
   
   
   
   
6. Click Save and close. 
   
    The document template appears in italics because it hasn't been added to an event.
   
    See Document template (form) for further details on the fields.

Edit a document template

You can also add your Microsoft Word invoice template to the document template.

1. Click Settings > Lists > Application configuration > Event actions.
2. Under Document templates, locate and right-click the template you wish to modify. Select Edit template.
3. This will open up a document editor which resembles an older version of Microsoft Word. Copy and paste your Microsoft Word invoice template into the document editor, make any necessary changes to the format, and add in all necessary hashtags. 
   
    Hashtags are used so that you do not have to hard code values since the values will constantly change. The hashtags represent the values that you select on the form, for example, using the hashtag #PrimacyEvent.client.name# will take the client name from the Business party that is selected on the time entry, charge or recurring fee forms.   
   
   
4. Once you are satisfied, click the save button and close the document editor window.

Hashtags

Here are some of the most common hashtags that you will use when creating invoice templates. 

• Client name: #PrimacyEvent.client.name#
• Address in multi-line format: #PrimacyEvent.Client.InvoiceAddress.TemplateMultilineAddress#
• Client ID: #PrimacyEvent.Client.PrimacyClientID#
• Invoice posted date: #PrimacyEvent.InvoiceDate#
• Invoice generation date: #PrimacyEvent.EventDate#
• Invoice number: #PrimacyEvent.InvoiceNumber#

Invoice details:

• Invoice currency: #PrimacyEvent.InvoiceCurrency#        
• Invoice description: #entry.InvoiceDescription#
• Invoice narrative: #entry.InvoiceNarrative#
• Collects the narrative of all fees that need to be added to the invoice: <ad:foreach collection="#PrimacyEvent.AllBillableEntries#" var="entry" index="i">#entry.InvoiceNarrative#
  
  </ad:foreach>
• Net amount: #format(entry.Amount, "##,####0.00")#
• VAT amount: #format(entry.VatAmount, "##,####0.00")#
• VAT rate: #PrimacyEvent.TaxRate#

Total:

• Sub-total: #format( PrimacyEvent.AllBillableEntriesAmountWithoutVatTotal, "##,####0.00")#
• VAT: #format(PrimacyEvent.AllBillableEntriesVatTotal, "##,####0.00")#
• Total: #format(PrimacyEvent.AllBillableEntriesTotal, "##,####0.00")#

 The following is an example of an invoice template with hashtags:

Here is an example of the same invoice, but with all the values present once the invoices have been generated:

Add a document template to an event

Now that the invoice template has been created, it will need to be added to the applicable invoicing events.

1. Click Settings > Lists > Application configuration > Event actions.
   
   There are two events for invoicing: Invoice and Print draft invoices
   
   Invoice: When you have actually posted the invoice.
   
   Print draft invoice: When you are creating the draft invoice and would like to preview the details. The invoice number will be missing information from draft invoices.
   
   
2. In the Event lookup, find Print draft invoices.
3. Click and drag the document template into the Event actions pane.
4. Perform steps 2-3 for the event Invoice. 

Invoice by business unit

Invoicing by a business unit allows you to create invoice templates specific to a business unit. This functionality is useful to clients who require separate invoices per business unit. There is a 2 step process in order to enable this functionality.   

Set the system property

1. Click Settings > Lists > Application configuration > System properties.
2. Locate and double-click the Invoice by business unit system property.
3. Ensure that the Value is set to Yes.
4. Click Save and close.
   
    You must close and restart Primacy Workplace in order for the changes to display.

         See add a document template for further information.