Entering a Project Budget - Invoicing Card
- Invoice Time
- These options relate to time only. They are used to control how the budgeted amounts for time will affect invoicing.
- Use these options to set an overall attribute for the Project Budget (i.e. all rows featuring time Items will be affected). To make an exception for a particular row, use the Type field on flip C for the row in question.
- Actual
- Select this option to signify that any time Items entered in the grid are estimates, to be used for comparison purposes only. When Invoices are produced using the 'Create Project Invoices' Maintenance function, the Customer will be charged for the actual time spent, taken from Project Transactions.
- As Budgeted
- Select this option to signify that the prices of any time Items entered in the grid are fixed. A single Invoice will then be created for all appropriate rows by the 'Create Project Invoices' function. The Customer will be charged these fixed amounts (taking any down payment into account), regardless of the times logged in Time Sheets and Activities.
- If you want to invoice different rows at different times, this can be done using the Inv After field on flip C.
- Note that when using this option, all possible Item/Person combinations must be listed. For example, if only one Person is budgeted to work on a Project and a Time Sheet is entered for a second Person, no separate Invoice will be raised for that time.
- Time Sheets and Activities should still be entered, to record the work actually carried out. The resulting Project Transactions will allow you to analyse the actual cost of the work carried out, and to compare the actual value of the work with the As Budgeted figures in the Project Budget grid (i.e. the amount charged to the Customer). You can do this using the Spent/Total comparison in the Project Status report.
You can choose which option will be selected as a default when you create a new Project Budget record. Do this using the Budget Time options on the 'Service' card of the Project Settings setting.
- Invoice Stocked Items
- These options work in the same manner as those described above, but refer to Stocked and Structured Items. You can set a default choice on the 'Stocked Items' card of the Project Settings setting.
- Invoice Material
- These options work in the same manner as those described above, but refer to materials. You can set a default choice on the 'Materials' card of the Project Settings setting.
- Invoice Purchases
- These options work in the same manner as those described above, but refer to purchases. You can set a default choice on the 'Purchases' card of the Project Settings setting.
