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Entering a Project Budget - Invoicing Card

This page describes the fields on the 'Invoicing' card of the Project Budget record. Please follow the links below for descriptions of the other cards:
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Use the options on the 'Invoicing' card in a Project Budget to specify whether the related Project will be invoiced on an "Actual" basis or an "As Budgeted" basis. The four sets of options allow you to set the invoicing basis for each cost type (time, Stocked Items, materials and purchases). You can also set exceptions for individual Items using the Type field on flip C on the 'Items' card.

To specify which of these options will be selected by default in each new Project Budget, use the Budget Time, Budget Stocked, Budget Material and Budget Purchase options in the Project Settings setting.

The options are:

Actual
Select this option to signify that the Items and quantities that you list on the 'Items' card are estimates, to be used for comparison purposes only. When you create Invoices for the related Project using the 'Create Project Invoices' Maintenance function, the Customer will be charged for the hours worked and the purchases, materials and Stocked Items supplied. This information will be taken from Project Transactions.

Although the Items and quantities that you list on the 'Items' card are estimates, the prices by default are not. This will be useful if you have agreed prices with the Customer. When invoicing time, purchases and materials where the originating record is a Time Sheet, and time where the originating record is an Activity, the unit price will be taken from the Project Budget. If you supply an Item that is not included in a Project Budget (or you supply an Item that is included in a Project Budget and you are using the No Price from Project Budget option in the Project Settings setting), the unit price will be calculated using the rules described on the Pricing and Costs - Time, Purchases and Materials from Time Sheets and Activities page. For Stocked Items, prices in Sales Orders that you create from a Project Budget will be taken from the Project Budget.

As Budgeted
Select this option to signify that the Items, quantities and prices of the Items that you list on the 'Items' card are fixed. When you create an Invoice for the related Project using the 'Create Project Invoices' function, the Customer will be charged these fixed amounts (taking any down payment into account) . This option therefore allows you to invoice a fixed agreed price for each Item. The hours worked and the purchases, materials and Stocked Items supplied will still be recorded in Project Transactions, but these Project Transactions will not affect the Invoice.

If you want to invoice different rows at different times, enter the earliest Invoice Dates in the Inv After field on flip C.

When using this option, you should list all possible Item/Person combinations on the 'Items' card. 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.

You should still enter Time Sheets and Activities for "As Budgeted" Projects, 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 on the 'Items' card in the Project Budget (i.e. the amount charged to the Customer). You can do this using the Spent/Budget comparison in the Project Status report.

If you want to prevent the invoicing of an "As Budgeted" Project until at least one Project Transaction exists, select the Do not Invoice Budgets without Project Transactions when As Budgeted option in the Project Settings setting.
If you add a row to a Project Budget that is not to be invoiced at all, you can prevent the row from being invoiced by setting the Type on flip C to "Internal".

As described above, you can specify separately that each cost type (time, Stocked Items, materials and purchases) will be invoiced on an "Actual" or "As Budgeted" basis. The following phrases have been used in this documentation:

  • "Actual" Projects

  • Projects that will be invoiced on an "Actual" basis

  • "As Budgeted" Projects

  • Projects that will be invoiced on an "As Budgeted" basis
For reasons of brevity, these phrases do not include references to cost types. They should not be read as implying that a Project as a whole can be invoiced on a particular basis.

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The Project Budget register in Standard ERP:

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