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Accounting Processes - Invoicing Clients

Updated

The following processes are performed by the following roles within the “Accounting Screen”.

  • Team Leaders
  • Branch Managers
  • Head Office Staff

Each step will specify which roles participate in each process.

 

Go to the “Accounting Screen” by clicking the following icon from the vertical menu on the left.

Ready for Invoicing

  • Team Leader
  • Branch Manager 
  • Head Office

On the “Ready for Invoicing” tab, the user is presented with the "Start new Invoice Run" Menu.

Invoicing_Clients-19.png

  • Select Week Ending Date

Note: The Week Ending date selection filters out any jobs that were booked for AFTER the selected date. i.e. in the below screen, there will not be any jobs included that were booked for AFTER the 19th of August 2024.

  • Processing Date - by default this is the same as the "Week Ending Date"
    • Un-tick "Same Processing Date"  and the system will present the option to select a processing date

 

  • Billing Cycle - Select the Billing Cycle Group to include
    • The Drop down will indicate how many jobs are ready for invoice in each Billing Cycle.
    • This will include Client Accounts based on Billing Cycle selection set in the account setup.

Note: For more details on Client setup see article "Client Creation Process"

 

Releasing Jobs for Editing (From “Ready for Invoicing” status)

  • Team Leader
  • Branch Manager

The user can click on individual client listings to see the jobs that are available for invoicing.

The user  is able to release certain jobs for editing.

To release a job for editing the job is selected by using the tick boxes beside each job then clicking  the 3 vertical dots in the top left and from this menu select “Release Selected for Editing”.

Note: Once released for editing the job will need to be repriced.

 

Invoice Job Options

Note: Depending on the setup on the client Account Invoices will be grouped as follows

  •  
    • Include All Jobs
    • One Per Job
    • One Per Invoice Reference

 

Create Draft

  • Head Office

The user can select which jobs are to be included in the draft.

To make individual selections of jobs the user clicks on the individual client listing which will populate a sub-list of all the jobs.

unselected jobs from the invoicing draft will not be included in the number of jobs that have been selected for that client. (as seen below “# of Jobs” is “2 of 3”)

Once the user has completed their selection of jobs, they need to click on the client’s name above the sub listing of jobs to move to the next step.

At this stage, the user can create a Draft for the Clients & Jobs selected by pressing the “Create Draft” button.

Once the user has pressed the Create Draft, the user is taken to the Draft Invoice tab.

This page will show a listing of all Draft Invoices for all the Clients & Jobs that were included in the draft. Note: The Week Ending on this page is from the Week Ending date selected in the previous screen.

Reviewing Draft

  • Team Leader
  • Branch Manager
  •  Head Office

Clicking on each invoice will display a listing of all the jobs included in the draft invoice.

Editing Draft / Generate Dummy

  • Head Office

At this stage the user still can add or remove jobs from the draft. This is done in the same manner as in the previous screen. To move to the next step, the user needs click on the client’s name as in the previous screen and click “Generate  Dummy” to Create the Dummy Invoice Run from the Draft. The Draft can also be edited / cancelled at this stage by clicking the 3 vertical dots prior to selecting any invoices.

Invoicing_Clients-08.png

- View Client Invoice Summary Report

- View Costing Breakdown by Sub-Contractor

- Changing the processing date will impact the due date of the invoices.

- View run events by User, Date & Time.

- Cancel the current draft – Jobs will be sent back to “Ready for invoicing”

Approval of Dummy

  • Team Leader
  • Branch Manager
  •  Head Office  (Can only cancel but not approve)

Note:

  • The Fuel Levy is displayed as a "$" amount on the header line and a "%" on each job line

 

At this stage, the user has two choices:

  • Cancel the “Dummy Run”  - Using 3 vertical dots in the top right and selecting “Cancel Dummy Run”.
    • After Clicking “Cancel Dummy Run” the user is prompted to confirm the cancelation of the dummy run.

  •  
    • Approve the Dummy for Live Run. – Click the “Approve for Live” button

Invoicing_Clients-11.png

  •  
    •  
      • After clicking “Approve for Live” button the user is prompted to confirm the Approval of the Dummy Invoices. Within the Confirmation each point needs to be completed to complete the Approval

Approve and Email Client Invoices

  • Head Office 
    • Once Approved the user will be presented will the listing of the approved run of invoices.

  •  
    • The user can click the “Approve and  Email Client Invoices” button to complete the process which will email copies of invoices to all the account contacts.  The User will still need to perform one last confirmation prior to the invoices being sent.

Invoicing_Clients-15.png

  •  
    • The Approved run can still be cancelled at this point by clicking the 3 vertical dots in the top left corner. – Cancelling the approved run will return the run back to “Draft”.  

Reports available to users during the client invoicing process.

  • Team Leader
  • Branch Manager
  • Head Office 

Client Invoice Summary Report