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For a description of the three left-hand panels, click here: Main Data - Project .

In the Invoice tab, you can decide if a job should be considered for invoicing when it is finished. If you decide to invoice the job, you can select to use the default payment and invoicing information defined in the vendor's Payment Terms tab or enter new information specifically for this job. What is more, this tab also records the important payment and invoicing information of this specific job: the job's invoice dates, payment status and payment date can be viewed here.  
Invoiceable

The ability to create an invoice for this job after it is finished.

    • Select the tickbox if you would like to be able to create an invoice for this job when it is finished. When the box is selected, the job appears in the browse for the Create Invoices page.
    • If you have a job which is not to be invoiced, deselect the tickbox. The job does not appear in the browse for the Create Invoices   page after after the job is finished.  
Use Default

The default payment terms and the invoicing date method defined in the specific vendor's Payment Terms tab to be used when creating the invoice

    • To use the default, select the tickbox. When the tickbox is selected, the fields in this tab are locked.
    • To set unique invoicing dates and to select a different payment terms item and VAT Rate, deselect the tickbox. The fields in this tab are now unlocked.
  • The method used in calculating this job's invoicing dates depends on if you decided to use the System Terms or the vendor's own method. To see if you set the System Terms as the default for this vendor or to modify the vendor's invoice date calculation method, go  to the vendor's Payment Terms tab. Here you can select a new a payment terms item and VAT rate, as well.
  • To modify the System Terms, go to Configuration > General Configuration > Advanced Configuration > Vendor > Payment Terms.
 

To unlock the fields, first deselect the Use Default tickbox.

Invoice Expected Date

The estimated date when the invoice for the vendor will likely be created.

Manually enter the expected invoice date in the appropriate date format set in  System Configuration  or click  calendar  and select from the calendar.

Payment Terms

The payment requirements for this invoice. For example, you are to pay the vendor invoice in installments instead of a single, full payment.  

Click on the drop-down list and select an item.

  • To create a payment terms item specifically for an individual vendor, go to the vendor's Payment Terms tab.
  • To create a universal vendor payment terms item, go to Configuration > General Configuration > Advanced   Configuration > Vendor > Invoicing .
Expected Payment Date

The date when your company is likely to pay this invoice in full.

The date is determined by the payment terms item you selected. For example, you have a job which requires a vendor invoice. For this invoice you selected a payment terms item which consists of one full charge. Whenever you select this payment terms item for a vendor's invoice, your company is expected to pay the entire invoice one month and 10 days after the job's deadline. The deadline for this job is 15 May. Therefore, the Expected Payment Date is 25 June.  

  • To modify the scheduling method:
    • For global payment terms (i.e. payment terms available for all vendors ), go to System > Configuration > Advanced Configuration > Vendor > Payment Terms . Go to the Global Vendor Payment Terms section and click  of the desired payment terms item. You specify the charge's scheduling method in the Charge Definitions field.
    • For vendor-specific payment terms (i.e. payment terms only available for a specific vendor), go to the vendor's Payment Terms tab. Go to the Payment Terms section, click on the drop-down list, select the desired vendor-specific payment terms item and click . You specify the charge's scheduling method in the Charge Definitions field.
Tax Rate

The consumption tax rate to be applied to the vendor's charges.

Click on the drop-down list and select a VAT rate.

To create a VAT rate, go to Configuration > System Values > Tax Rates.  

Payment Status

The current payment state of this job's invoice.

The available payment statuses are:
Fully PaidYou paid the invoice in full.
Partially Paid

You paid only a portion of the invoice's overall charge, and further payments are necessary.

Not Paid

You did not pay the invoice at all. This could be because:

    • The invoice for the job is not ready.
    • The job was invoiced and the payment is still outstanding.

This field cannot be manually modified.

 

The below fields appear only after an invoice is sent.

Invoice Internal Number

The number assigned to this invoice for internal use.

  • You cannot modify this field.
  • To modify the numbering scheme used for vendor invoices, go to Configuration > Templates > Numbering Schemes.

When you create an invoice for this job, you can access both the invoice's Display in XTRF and a printable preview of the actual invoice to be sent to the vendor.

    • To go to the invoice's Display  click on the underlined invoice number.
    • To view the printable invoice document, click on the underlined text next toPDF Icon.
Invoice No.

The number assigned to the invoice, if applicable.

  • You cannot manually modify this field.
  • To modify the final invoice number, go to the Main tab of the invoice's Display .


Invoice Date

The issue date included on the actual final invoice sent to the vendor.

You cannot manually modify this field. The system automatically enters the issue date when the invoice is created. .

Invoice Payment Date

The actual date when you paid the invoice in full.

  • The system does not record the dates of partial payments here.
  • You cannot manually modify this field. The system automatically enters the issue date when you click  in the Payments - Vendor Invoice tab.
Click to modify.
Click to apply the modifications.
Click to terminate the modification process.
Click to return to this job's task.