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Raising an Invoice

This topic describes how you raise an invoice in a project.

Editing an existing invoice

Sage recommends that you initially raise your invoices as Provisional Invoices because this gives you the freedom to verify that the invoice is correct before changing it to a full Invoice/Fee Note.

* The User Profile settings that allow you to edit invoices are as follows:

• No Restrictions (View all Clients / Projects).
• View all Employees Time.
• Head of Department.

See also Editing an Invoice.

Step 1: Open the project's WIP tab

The first step in invoicing is to determine which items of WIP should be associated with the invoice.

This is done by tagging the relevant entries in the relevant project's WIP tab. (See Project Review.)

1. Click Projects in the left-hand pane.

2. Select the relevant client, and then the relevant project.

   The Project Review screen is displayed with the WIP tab open.

3. Use the Phase drop-down list to select a project phase, if appropriate.

Step 2: Tagging an entry

1. Click the Tag button on the right-hand side of the WIP tab.
2. On the left-hand side of the WIP tab, select the Tag checkbox of each entry to be included in the invoice.

Step 3: Creating the Invoice

1. When you have finished tagging entries, click the Invoice button.

   Alternatively, if the Use Copy Invoice in WIP Screen system option is enabled, you can click the Copy from Favourite Invoice Template button to copy in details from a favourite invoice.

   You can raise an Interim Invoice without actually tagging any entries. However, you still have to click the Tag button first.

2. The Invoice window opens.
   • The client's name and details are entered automatically.
   • At the bottom of the window the value of the tagged items is displayed.

3. To complete the invoice, complete a line for each item to be included on the invoice.

   Use the Description box to specify the bill text you would like to appear on the Invoice.

   Alternatively, to use an existing bill text, click the Add Bill Text button to the left of the Description box, and then select the appropriate text from the list of existing Bill Texts.

4. If the billing data will be exported to a third-party accounts software package, select a nominal code in the NomCode drop-down list.

5. Select the VAT rate in the Vat% drop down menu.

   If you used an existing bill text in the Description box, the corresponding VAT rate will have been entered automatically.

6. Enter the invoice amount for the entry in the Primary field. Notice that the value is also shown in the Second Currency.

7. The TOTAL section below the item list shows the profit or loss incurred based on the data you have entered.

   This is calculated by reference to the amount of time tagged and the value of the invoice raised.

   For example, if you tag €517.50 worth of time and expenses, and raise an Invoice for €600 on these items, a profit of €82.50 is incurred.

8. Use the Notes view to make notes about the invoice. These notes will not be included in the invoice.
9. The Invoice Allocation and Invoice Activity Allocation sections provide breakdowns, respectively, of the amounts allocated to individual employees and activities. You can adjust these manually if necessary. The proportion of the invoice profit or loss associated with the employee depends on the invoice amount allocated to them. However, you can manually adjust this if necessary.

10. If you want to add an additional employee to the invoice and allocate part of the invoice total to them, click Add Additional Employees. Then select the employee in the drop-down list and click Add. The employee is added to the Invoice Allocation list and can have an amount allocated to them.

    The various invoice allocation amounts are broken down in the Invoice Allocation report.

11. To submit the invoice, click the Post button.

The Invoice is now entered into WIP.

From now on you can edit it only if you have appropriate access rights in your User Profile.

Further Information

WIP

Invoice Window

Notes about Completing the Invoice

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