General invoices

You can use general invoices to record any non-contract invoices that you receive. You can also process invoices for purchase orders (POs).

On the General Invoice tab, the banner displays a summary of the values within this general invoice:

  • Invoice Total: Total, including tax, for the line items in the current general invoice.
  • Previous PO Balance: The sum of the PO Subtotal and Balance columns, which come from the PO when it was initially linked to the current general invoice.
    • If a line item is removed from the Items grid in the current general invoice, the Previous PO Balance is updated.
    • If the values are changed in the linked PO, the Previous PO Balance in the current general invoice is not updated.
  • Balance of PO: Remaining balance to invoice for the selected PO after creating the current general invoice.
  • If you link a PO to the general invoice, line items with a balance greater than 0 are added to the Items grid of the general invoice. If line items are edited or added in the PO after it's linked, the Items grid in the general invoice isn't updated.
  • The General Invoices module displays the due date for unlocked records and the paid date for locked records.
  • In the project menu, click Financials > General Invoices.

You can create a general invoice for each bill or invoice that you receive.

  1. On the navigation toolbar, click add_circle (Create).
  2. In the From Company field, select the company.
  3. In the Invoice Number field, enter a number for the general invoice.

    4. Duplicate numbers are allowed if the From Company field is different.

  4. In the Invoice Date field, enter or select a date.
  5. From the Period list, select the cost period.
  6. In the Purchase Order field, select a PO.

    7. The list only includes POs with a To Company that matches the From Company of the general invoice and with a balance to invoice or that allow overbilling.

    If you don't select a PO before you create the general invoice, you can select a PO in the Information panel or add line items in the Items grid.

  7. Enter a description for the general invoice.
  8. Click Create.
  9. In the Information panel, enter the record details.
    • To change the workflow status, select an option from the list.
      • Workflow field
    • To add an assignment, click Add in the Assigned To section, select the name, and then set a due date.
    • To add a courtesy copy, click Add in the Courtesy Copies section, and then select the name.
  10. In the Contact Details section, enter the company and contact information.
    • To search for or create a company, click Search icon (Search) in the company field.
    • To add a contact, click the contact field, and then select or invite a contact.
  11. In the Tax section, enter the tax information.
  12. On the Comments tab, enter a comment, click link (Links) to link items, and then click Send icon (Send).
  13. To set who has access to the general invoice, click group , and then select an option.
  14. To link an item to the general invoice, click link (Links), click add (Add), and then select the item type.
  15. To save the changes and keep the general invoice open, click save (Save).

    16. —Or—

    To save the changes and close the general invoice, click arrow_back Done.

  1. In the tile or list view, on the general invoice, click more_horiz (More) > Copy.

    2. —Or—

    Open the general invoice, and then click content_copy (Copy) on the navigation toolbar.

  2. Edit the details, including the number, and then click Copy.

You can base the general invoice on a selected PO or add invoice items to it.

  • If a general invoice is linked to a PO that doesn't allow overbilling, you can't add more line items manually or from the PO catalog.
  • When you manually update the Subtotal:
    • If the Unit Price is greater than 0, the Quantity is calculated as Subtotal divided by Unit Price.
    • If the Unit Price is 0, the Unit Price is calculated as Subtotal divided by Quantity.
  • If a line item from a purchase order has a balance greater than 0, the Quantity is calculated as Subtotal divided by Unit Price, assuming that the Unit Price is not 0.
  • If a line item from a purchase order has a balance of 0 or less, the Quantity and Subtotal are 0, and the Unit Price is the same as in the purchase order.
  1. In the Purchase Order field of the Information panel, click Search icon (Search).
  2. Select the PO.

    3. The list only includes POs with a To Company that matches the From Company of the general invoice and with a balance to invoice or that allow overbilling.

  3. Click Select.

    4. The description of the general invoice changes automatically to the purchase order description.

  4. In the Items grid, edit the quantities for the PO items.
  5. To mark the item as taxable, select the Taxable checkbox.
  1. In the Items section, click PO Catalog, and then select an item.
    2. Items are added to the purchase order catalog in the portfolio record settings. If no items are added yet, the Purchase Order Catalog Search dialog is empty.

    —Or—

    ClosedClick Add, and then enter the item details.

    • Description: The description of the item.
    • Item: The code or abbreviation of the item.
    • UOM: The unit of measurement in which the item is purchased.
    • Unit Price: The price per unit of the item.
  2. In the Quantity cell, edit the number of items that are purchased.
  3. To mark the item as taxable, select the Taxable checkbox.
  1. To select a line item, click the row.
  2. At the top-right of the grid, click Up or Down.
  • If you filter the grid items, the Add, Up, Down, and Insert options aren't available.
  • If you click a column header to sort the items, the sorting order is temporary and isn't applied in reports or the next time the record is opened.
  • In the Items grid, select the item, and then click Remove.

    • If you remove a purchase order item, the item is removed from the general invoice but remains in the purchase order.

On the General Invoice tab, you can set how the tax amount is calculated for each line item that's marked as taxable in the Items grid.

  1. In the Tax section, enter the tax percentage in the Tax % field.

    2. —Or—

    To automatically calculate the tax rate, enter the total tax amount in the Tax Total field.

  2. If the tax amount is included in the item amount, turn on the Included in Items toggle.

    3. —Or—

    If the tax amount isn't included in the item amount, turn off the Included in Items toggle.

  3. In the Budget Code field of the Tax section, click Search icon (Search), and then select the budget code that's charged for the tax amount.

    4. This field is unavailable if the tax is included in the line item.

You can include general invoices as line items in AFPs. AFPs are created for non-committing contracts, so you need to select the non-committing contract in the general invoice.

If a general invoice is included in an AFP, it's also automatically included in all future AFPs for the same contract. If you delete the general invoice, it remains in the AFP unless you remove it.

  1. In the Information panel, turn on the Include in Application for Payment toggle.
  2. From the Contract list, select the non-committing contract.
  3. From the Group Summary Description list, select the description for the general invoice.

    4. In the AFP, one line item is added for the total cost of the invoices with the same summary description.

    You select General Conditions for the summary description for all the telephone, electrical, and office supply invoices for a cost period. In the AFP, the total amount for the invoices is displayed in the General Invoices Summary: General Conditions line item.

  • In the Information panel, turn off the Include in Application for Payment toggle.

When a general invoice is approved for the budget, the line item amounts are applied to the Non Commitment Changes and actual cost columns for the associated budget codes.

  • If the general invoice is based on a PO, the Approved for Budget toggle is locked. The billed amount isn't applied to the budget because the amount is already applied when the PO is approved.
  • If you overbill a PO item in the general invoice, the overbilled amount is added to the Original Commitments column.
  • In the Information panel, turn on the Approved for Budget toggle.

You can export general invoices to an Excel file where you can edit them and create new ones. Then you can import the file, which can only be used once, back into ProjectSight. If there are any errors, you can review and fix them in a new Excel file.

When you import the Excel file back into ProjectSight:

  • Blank rows and fields are ignored.
  • If new values were entered after this spreadsheet was exported, your edits are flagged.
  • If a new general invoice is missing a required field and the error is flagged, the record may not be created.
  1. In the General Invoices module, filter the records that will be exported to Excel.
    • In the Search panel, set the filters.
    • To export specific general invoices, select their checkboxes. If none are selected, all the general invoices are exported.
  2. In the list view, add and rearrange the columns, and then save the custom view.

    3. The Excel file will display the columns for the fields in the list view followed by the remaining fields.

  3. On the navigation toolbar, click Project export toolbar button (Import/Export) > Export to Excel.

    4. The Excel file contains the required fields and the fields that you have permission to view.

  4. Open the Excel file.
  5. On the General Invoices tab, enter the general invoice details in a new row.
    • If autonumbering is on, a temporary number is assigned to the new record.
    • If autonumbering is off, fix any duplicate numbers on the General Invoices tab before you add items to the new record.
  6. Edit any existing general invoices.

    7. You can copy and paste unlocked cells.

  7. On the Items tab, select a record in the General Invoice column, and then enter the line item details in the row.
  8. Save the Excel file.
  9. In ProjectSight, open the General Invoices module.
  10. On the navigation toolbar, click Project export toolbar button (Import/Export) > Update from Excel.
  11. Select the Excel file to import.
  1. In the import error message, click Review Errors.

    2. The general invoices with errors are exported to a new Excel file.

  2. Review the Feedback column and fix the associated errors.
  3. Save the Excel file.
  4. In ProjectSight, open the General Invoices module.
  5. On the navigation toolbar, click Project export toolbar button (Import/Export) > Update from Excel.
  6. Select the Excel file to import.