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Individual Maintenance functions - Create Contract Invoices

This function creates Invoices for Contracts. It finds all approved Contracts whose next Invoice period begins in a specified time period and creates appropriate Invoices, which are saved in an unapproved state. Approved Contracts with no Start Date are not included.

You can approve all Invoices thus created in a single step, by highlighting them in the 'Invoices: Browse' window and selecting 'OK' from the Operations menu. Remember that if you wish to change any of the Invoices, you must do so before they are approved. Any such changes are NOT reported back to the originating Contracts. You can also print the Invoices in a single batch, using the [Documents] button in the Master Control. Please click for more details about printing and approving Invoices.

You can run the Invoiceable Contracts report before you use this function if you want to preview the Invoices that will be created.

Selecting the 'Create Contract Invoices' function brings up the following dialogue box:

Customer
Paste Special    Customers in Contact register
Range Reporting    Alpha
To create Invoices from Contracts issued to a particular Customer or range of Customers, enter their Customer Number(s) here. Leave blank to include all Customers.

Contract
Range Reporting    Numeric
Enter a Contract Number or a range of Numbers to limit the selection to certain Contracts.

Class
Paste Special    Contract Classes setting
Enter a Contract Class to limit the process to Contracts of a particular Class only.

Comment on Invoice
By default, the first row in each Invoice generated by this function will contain the Contract Number (and the Child Number, if any), and the second row will show the period covered by the Invoice. If required, you can add a third row containing an ad hoc comment: enter that comment here.

Inv. Period: From, To
Paste Special    Choose date
Enter a range of dates. All Contracts that are due for invoicing during the indicated period will have an Invoice created and saved in the Invoice register.

You can leave the beginning of the period, but you must specify a To date for Invoices to be raised.

Inv. Date
Paste Special    Choose date
Enter a date to be used as the Invoice Date in all Invoices generated in this run. If you leave this field blank, Invoice Dates will be calculated using the Invoice options specified in each Contract.

Skip Contract No. on Invoice
By default, the first row in each Invoice generated by this function will be used to display the Contract Number of the Contract from which the Contract was generated. The second row will display the period covered by the Invoice. If you do not want the Contract Number to be displayed in each Invoice (i.e. you want the first row to display the period), use this option.
Click [Run] in the Button Bar to run the function. It may take a few moments, depending on the number of Invoices to be created. The appropriate Invoice Date will be copied back to the Last Inv. Date field of each Contract. When the function has finished, you will be returned to the 'Maintenance' list window.

If you click [Run] without entering a Customer or Contract Number, Invoices will be raised for all Contracts that have become due for invoicing, providing you have entered a date in the Inv. Period: To field.

An example Invoice generated by this function is shown below. The Skip Contract No. on Invoice option was not used, so the first row shows the Contract Number. The second row shows the Contract period covered by the Invoice. A Comment was entered in the specification window, so this is shown in the third row

You should use this function to create Invoices individually as the Contract period progresses. If you would like to create an appropriate number of unapproved Invoices for the entire Contract period at one stroke, use the 'Create Invoice' function on the Operations menu of the Contract screen.

If an Invoice is not created when expected, the probable causes are:

  1. The Contract is not approved.

  2. The Contract is missing a Start Date.

  3. The Length in the Contract is zero.

  4. You did not enter a To date in the 'Create Contract Invoices' specification window.

  5. You entered a To date in the 'Create Contract Invoices' specification window that is earlier than the Last Invoice Date or later than the Cancel or End Dates in the Contract.
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