How_do_I_invoice_a_customer_for_job_costs_

How do I invoice a customer for job costs?

Use Invoice Customers for Job Costs to bill customers for project costs. Running this routine will (1) create an invoice in the Accounts Receivable application and (2) make an advance transaction in Project Accounting.

You would invoice a customer for job costs to bill them for labor, materials, equipment, or other expenses associated with a project or service. Invoicing ensures costs are recovered accurately and revenue is recorded properly. It also provides customers with a detailed summary of charges related to the work performed.

NotesNote:
  1. This routine is only available when the interface to Accounts Receivable 4.x is turned on.
  2. At least one Accounts Receivable category must be set up for Project Accounting. See the heading titled Troubleshooting in this help topic for assistance.

Invoicing a customer for job costs

1. Open Connect Project Accounting > Jobs > Invoice customer for Job Costs.

2. Fill in the job number, Accounts Receivable customer number, and invoice information.

3. Click Save (CTRL+S).

The customers are billed.


Change an invoice

Use the Accounts Receivable application to edit the properties assigned to an invoice.

Do this...

Use Connect Accounts Receivable > Customers > Enter Invoices.


Delete an invoice

Use the Accounts Receivable application to delete the invoice.

Do this...

Use Connect Accounts Receivable > Customers > Enter Invoices to edit the invoice properties.


Options

AR customer

The AR Customer refers to a record that is set up for a customer in the Accounts Receivable application. In order to use this routine, the customer record must be saved in the Accounts Receivable > Customers table.

What do you want to do?

  • I know the AR customer number. Use the AR Customer field to enter the customer number that is assigned to the customer in the Accounts Receivable application.

  • Help me find the AR customer number. Use the AR Customer menu to select Search.

  • I want to add a new AR customer number. Use the AR Customer menu to select Add New.

  • I need to enter invoices directly into Accounts Receivable. Use the AR Customer menu to select Enter Invoices.

Customer information

The Customer Information section displays the name and address of the Accounts Receivable customer.


Invoice amount

The invoice amount is the amount to be billed on the invoice.

What is the invoice amount?

Use the Invoice Amount field to enter an amount.

Invoice based on

The base is the option that serves as the basis for calculating the invoice amount. The based on option allows you to determine the invoice amount based on the estimated job costs or actual job costs.

Estimated Job Costs = Estimated Job Costs − Previously Invoiced Amount

Actual Job Costs = Actual Job Costs − Previously Invoiced Amount

What is the invoice amount based on?

  • Base the invoice amount on the estimated job costs. Use the Invoice Based On drop-down list to select Estimated Job Costs.

  • Base the invoice amount on the actual job costs. Use the Invoice Based On drop-down list to select Actual Job Costs.

Invoice category

A category is distinct class to which invoices, vendors, transactions, and so on may belong. Use the Invoice Category to choose a billing category for the invoice.

What is the invoice category?

  • I want to select a category code. Use the Category field to select a category name.

  • I need to add a new category. Use Connect Accounts Receivable > Organization > Category to add a new category record.

Invoice date

The Invoice Date is the date the system will use to record the entry.

Do you want to use the current date as the transaction date?

  • Yes, I want to use the current date. Continue to the next step.

  • No, I want to use a different date. Click on the Invoice Date field to enter a MM/DD/YYYY.

Invoice description

A description is a word or phrase that describes the character or features of the record.

What is the invoice description?

Use the Invoice Description field to enter a word or phrase (50 characters or less).

Invoice number

An invoice number is a number that is assigned to an itemized list of goods shipped that usually specifies the items, quantity, price, and terms of sale.

What is the invoice number?

Use the Invoice Number field to type in a unique invoice number.  

Invoice terms

A term defines the terms and conditions for payment, including payment due dates, discounts, and payment period.

What are the terms for payment for this customers?

  • I want to select the terms. Select the appropriate payment terms from the Invoice Terms drop-down list.

  • I need to set up a new term. Use Connect Accounts Receivable > Organization > Terms to add the new term.

Job costs

The Job Costs section displays amounts for the estimated job costs, actual job costs, and previously invoiced.

Job number

A job number refers to a user-defined code that is created in Connect Project Accounting for reporting resources and transactions associated with a specific job. Use the Job Number field to enter the job number to invoice.

What is the job number?

  • I know the job number. Use the Job Number field to enter it.

  • Help me find the job number. Click Search (F9), it's located at the end of the Job Number field.  

Payment due date

A payment due date is the actual date when the bill is due.

What is payment due date?

  • Use the default payment due date. The Payment Due Date field calculates based on the selected invoice terms.

  • Change the payment due date. In the Payment Due Date field, enter the MM/DD/YYYY when the invoice must be paid.

Transaction grid

The transaction grid displays the invoices and advances that have been recorded for the selected job.

​

Troubleshooting

How do I make an Accounts Receivable category available in Project Accounting?

Follow these instructions to allow Project Account access to an AR category.

Do this...

1. Open Connect Accounts Receivable > Organization > Organization.

2. Click the Project Accounting tab.

3. Click Select, it's located next to the Categories Allowed for Project Billing field.

4. Move the categories that you will use in the Project Accounting application to the Selected Items list.

5. Click OK.

6. Click Close to exit the Accounts Receivable application. Now, you're ready to launch Connect Project Accounting > Jobs > Invoice Customers for Job Costs.


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