How_do_I_create_batch_invoices_

How do I create batch invoices?

 

Connect can create a group of invoices that will be submitted in Project Accounting and created as invoice transactions in the Accounts Receivable application.

 

You would create batch invoices to generate multiple invoices at one time for jobs, projects, or billable services. Batch invoicing saves time by processing invoices in groups instead of creating them individually. This helps departments efficiently bill customers, track project-related charges, and ensure revenue is recorded accurately and consistently.

 Before you get started

  • Set up the interface to Accounts Receivable. See the help topic titled How do I set up the interface to Accounts Receivable?

Creating batch invoices

1. Open Connect Project Accounting > Jobs > Create Batch Invoice.

Connect uses the default settings in Project Accounting to fill in the invoice date, job details start date, and job details end date.

All of the jobs that match the Job Details date range will be displayed in the grid. If the grid is empty then none of the transactions match the date range or invoices have already been created for those transactions.

2. Use the Default Category menu to select the category the routine will assign to the invoice when it is created in Accounts Receivable.  

The menu will display all of the Accounts Receivable categories that have been defined for Project Accounting.

3. Click GO (CTRL+G).

Project Accounting creates invoice transactions in Accounts Receivable.

 

Options

Attach comments

The Attach Comments checkbox is a column in the grid. To include the comments from the job on the invoice, select the checkbox. To exclude the comment from displaying on the invoice, clear the checkbox. If you want to include or exclude the comments on all of the invoices in the grid, click to select the checkbox at the top of the Attach Comments column.


Comments

When the Create Invoices Using Job Details checkbox is selected, the Comments column displays the comments from the transaction in Project Accounting. If the entire comment does not fit in the Comments field, the system will display an ellipsis (...) to show the comment is truncated. To display the entire comment, click the ellipsis (...) to display the full comment in a dialog box.

When you're finished reading the comment, click the Close button in the corner of the Comment dialog box.


Create invoice using job details

You can use the information from a job to create an invoice. Selecting this checkbox creates an invoice detail record for each job transaction you choose to invoice. You can pick and choose which transactions will be used to create the invoices..

You can use this routine to edit the customer and category. But you cannot edit the job number, date, type, source, description, amount, units, and comments. You'll need to look up the job number in Project Accounting to make changes to these fields.

When this checkbox is not selected, the grid will summarize the job details by customer, job, and type. You cannot edit the job number, type, or description. You can edit the category and comments. When you select the Invoice checkbox, you will create an invoice detail for each summary record.


Default category

Displays in the drop-down menu a list of the Accounts Receivable categories that are set up for the Project Accounting interface. This field is optional.


Invoice checkbox

This is a column in the grid. When you select the Invoice checkbox, the routine will create an invoice for the selected transaction. When the Invoice checkbox is not selected, the routine will not create an invoice. If you want to create an invoice for all of the jobs in the grid, select the Invoice checkbox at the top of the Invoice column.


Invoice date

This is the date the system will use to record the transaction.


Job details start/end date

Use the Job Details Start/End Date fields to enter a date range. The routine will search for transactions with a transaction date that falls in the date range and meets the selection criteria. The transactions that are selected will be displayed in the screen.

 

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