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 view displays the due date for unlocked records and the paid date for locked records.

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 Purchase Order field, select a PO.

    5. 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.

  5. Enter a description for the general invoice.
  6. Click Create.
      7. Workflow field
  7. In the Contact Details section, enter the company and contact information.
  8. In the Tax section, enter the tax information.
  1. 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. 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.

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.

When you import the Excel file back into ProjectSight:

  • Blank rows and fields are ignored.