Client Invoices are referred to as Tax Invoices. An invoice describes the nature and value of services or goods being sold. Additional fields and information can be displayed, according to your business or legal requirements.
A Tax Invoice is usually issued when a CE is approved by the client. There are 3 ways to create an invoice, from the Cost Sheet, the Job Bag and the Add New button.
Create Invoice screen
There are 5 options for populating the Tax Invoice values. These options can be accessed with unique shortcut letters. The options are:
- M - Bill amount manually - sets values to zero and allows you to enter an amount to bill.
- F - Bill the Full/Outstanding Value of the Cost Estimate - enters the full remaining amount to be billed. This is the default billing option when creating new Tax Invoices.
- 5 - Bill 50% of the cost estimate - populates 50% of the total Cost Estimate value.
- O - Bill other % of the cost estimate - allows you to enter a percentage of the Cost Estimate to be billed (e.g. 25%, or 75%).
- A - Bill using marked-up actual costs incurred for the estimate - populates the marked-up actual cost from Supplier Invoices (Act Cost + Mkup) for external work types.
Tax Invoice form
Create Invoice screen
This is the client's Purchase Order number entered when the CE was approved. It will be displayed on the resulting Tax Invoice. User rights can restrict when this can be edited.
The billed date to be assigned to the invoice. Populated with the current date by default.
Description of the line Item to be billed.
To be Billed
The amount to bill to client. The difference between Billed to Date and Estimated by default.
Billed to Date
The value of the CE line item that has already been billed.
Total estimated billable amount of the line item.
Act Cost + Mkup
Relevant when billing using marked-up actual costs incurred. Populates marked up actual costs from supplier invoices relating to the line item.
|Estimated cost, applicable to external line items.|
The Actual Cost associated with the CE line item i.e the related supplier invoice cost for the item.
The markup percentage applied to the estimated cost for the line item.
Take Across Details
When checked, this will copy the contents of the Details fields from the CE to the invoice to provide additional information to the client.
Take Across Worktype Notes
When checked, this will copy the line item notes from the CE to the Invoice.
Create As Draft
The invoice will be created in Draft status so that you are able to edit before issuing to the client.
Tax Invoice form
|Go To||Click for quick access to the related Job Bag and Cost Estimate|
The Client for whom the job is created. This field will display both the Client name and code.
The product or brand that the agency will be doing work to promote, advertise or sell.
Displays the Customer Ref field selected on the Job Bag. It might be a contract number for a job/campaign or might be the reference to the agency in the client’s system.
By default, the Client Contact selected on the Job Bag will populate this field. An alternate contact can be selected.
Automatically populated with the detail from the Job Bag (combination of Product and Element).
The client's postal address, in case physical invoices are delivered.
The details section is aimed at providing a space where the agency can elaborate on what the Invoice is for. Details from the CE will pull through to the invoice but can be edited.
The Billed date assigned to the invoice upon creation.
Payment date populates when the invoice is marked as Paid.
|Order No||The client's Purchase Order number. Pulls through from the CE.|
The Status indicates the document's current point in its life cycle. The status options will include the following:
This field populates from the Job Bag and is not editable.
|CE No||The CE number from which the invoice was created.|
|Issuer||The person who created the tax invoice.|
Displays the agreed payment terms with the client.
The date on which the tax invoice was exported to the relevant accounting system.
|Add Line button||Allows you add line items to be invoiced, if the Tax Invoice is in Draft status.|
The description of the line item. This indicates the type of work to be carried out and is useful for reporting.
Business units define the areas of focus within an agency, and determine reporting dimensions for line items. These can be set up based on any characteristic, such as location (eg. region or city), nature of business (eg. Activation or Digital), department, division, etc...
|%Mkup||The markup percentage applied to the cost to determine the price charged to the client. Editing of %Markup can be restricted with permissions. Work carried out by the agency will have an Internal %Markup.|
|Units||The quantity of the item to be provided|
|Est Cost||Estimated cost for all external line items. This forms the "Est. Cost Billed" in WIP reporting.|
Specifies any line items that should not attract sales tax, for example tax exempt goods and services.
|Amount||Displays the amount to charge the Client before tax.|
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