Creating project invoices

In the Project Invoice Entry window, you can create a schedule for billing multiple jobs on a single invoice. Project-level invoices can be created with or without bill codes. Third party billing is supported in project-level billing. Project-level billing creates a single Accounts Receivables transaction while distributing revenue to multiple jobs, divisions, or General Ledger accounts. Credit memos can also be created in this window.
To create a project invoice

1. Choose Transactions > Job Cost > Project Level Billing.
2. Complete the following fields, as necessary.
   • Document TypeChoose a document type.
   • Document NumberEnter a document number or accept the default.
   • Project NumberTo create a project bill code invoice, enter a project bill code project number.
   • Document DateThe document date completes automatically based on the system date. You can change it.
   • Bill To Customer, Bill To Customer NameThese fields default from the selected job. You can accept the default or you can choose a different customer.

Note: If you choose a different customer, the Bill To address that prints on the invoice is the Bill To address set up in Customer Maintenance.

• • Project Customer ID, Project Customer NameThese display-only fields default from the project number selection.
  • Batch IDYou can assign project bill code invoices and non-project bill code invoices to the same batch, but you can't print either type of invoice from the Receivables Batch Entry window. You must print them from the Project Invoice Entry window.
  • PO NumberEnter a purchase order number.
  • Job NumberEnter a job number.

1. If this is a project bill code invoice, when you tab off the Job Number field, the Schedule Invoice window opens. Use this window to assign bill code amounts to be billed at the job level.
2. In the Schedule Invoice window, complete the following fields:
   • Application NumberWhen you save the invoice, the application number rolls down to all jobs assigned to that project on that invoice.
   • Period ToEnter the last day of the billing period for the invoice.
   • Bill Code Number, Description, Account Number, Schedule Value, Previous Billings, Bill %, Current DueEnter the bill code information and billing amounts or percentages.
   • Current BillChoose the expansion button in the Current Bill field to open the Application For Payment window. Complete the window as usual.The retention amount entered in the Retention Withheld field will override the retention percent entered in the Job Maintenance window.

Note: When you bill for retention due on a project-level invoice, retention must be invoiced at the job level.

1. Choose Save to close the Schedule Invoice window and return to the Project Invoice Entry window.
2. If this is a non-project bill code invoice, you can edit the Current Billing Subtotal field. The current billing subtotal is set based on posted costs for the job and profit types assigned to the job's cost code. If you edit the current billing subtotal amount in the Project Invoice Entry window, the entire amount billed will be applied to the Labor cost element. To edit the amount billed at a cost-element level, choose the expansion button in the Current Billing Total field to open the Project Job Billing window. Edit the amounts billed and choose Save.

Note: If this is a project bill code invoice, when you choose the expansion button in the Current Billing Total field to open the Project Job Billing window, only the Retention Due field can be edited. Use this window to issue a retention invoice for project bill code jobs.
The Current Billing Total field is automatically calculated based on the current billing subtotal and retention withheld for the job. If you edit the current billing subtotal, the retention withheld and subtotal are automatically updated.
Note: For project bill code invoices, the expansion button in the Current Billing Subtotal field opens the Schedule Invoice window.

1. In the Project Invoice Entry window, choose the Print button.
   • If the invoice is a non-project bill code invoice, the JC Project Invoice report prints.
   • If the invoice is a project bill code invoice, the project-level version of the Application for Payment invoice prints. The report will print all bill codes with the same project number and invoice number. If the same bill code exists on more than one job on the project, the report will print one line item that totals all the same bill codes on the project.

Note: You can also choose File > Print to print the Project Invoice Edit List, which lists jobs assigned to this invoice.

1. In the Project Invoice Entry window, choose Save.