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Client invoices Invoices are referred to as tax invoices.  This is an invoice issued by a seller to a buyer, describing the payment terms, billing date and discount where necessary.It is not advisable to create a Tax Invoice without the approval of the client.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. 


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titleScreen layout

Create Invoice screen

In the field in the top left of the dialog, there There are 5 options for creating an Invoice with standard amountspopulating the Tax Invoice values. These options are provided can be accessed with shortcut keys to help you to quickly access them.  The 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
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  • - populates the marked-up actual cost from Supplier Invoices (Act Cost + Mkup) for external work types.

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Tax Invoice form

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titleField Help

Create Invoice screen

Field Name

Description

Order No

Enter the Customer’s purchase order number if one was provided.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.

Date

The billed date the Invoice was created.to be assigned to the invoice. Populated with the current date by default.

Item

Items Description of the line Item to be billed.

To be Billed

The amount to bill to client. The difference between Billed to Date and EstimatedEstimated by default.

Billed to Date

Portion The value of the CE line item that has already been billed.

Estimated

Estimated billed Total estimated billable amount from of the CEline item.

Act Cost + MkupThe Actual Cost associated with the CE i.e the related supplier cost (+Markup) for the CE

Relevant when billing using marked-up actual costs incurred. Populates marked up actual costs from supplier invoices relating to the line item.

Est Cost

Estimated cost of the related CE item, applicable to external line items.

Act Cost

The Actual Cost associated with the CE line item i.e the related supplier invoice cost for the item.

%Mkup

Percentage Markup set on the related CE The markup percentage applied to the estimated cost for the line item.

Take Across Details

If When checked, it will take across the text set in the details field of the CE to the Invoicethis 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

If When checked, it will take across the Worktype notes of this will copy the line item notes from the CE to the Invoice.

Create As Draft

If checked, the Invoice The invoice will be created in a Draft Status. If not checked the Invoice will be created in an Issued Status (non-editable status)Draft status so that you are able to edit before issuing to the client.

Tax Invoice form

Field Name

Description

Got Go ToLink Click for quick access to the related job bag and CE.Job Bag and Cost Estimate

ClientDetails

of the client being billed.The Client for whom the job is created. This field will display both the Client name and code.

Product

The product being worked onor brand that the agency will be doing work to promote, advertise or sell.

Client's Code

Can be used as a cost center code

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.

Attention

This

is the contact at the Client who will be receiving the invoiceBy default, the Client Contact selected on the Job Bag will populate this field. An alternate contact can be selected.

Description

This can be used to name the document e.g. Invoice for printing of shirts

Automatically populated with the detail from the Job Bag (combination of Product and Element).

Delivery Address

 The destination address for invoicesclient's postal address, in case physical invoices are delivered.


Details

Allows for a brief explanation of what is being billed below.

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.

Billed


The Billed date assigned to the invoice upon creation.

Payment Date

Populates Payment date populates when the invoice is marked as Paid.

Order NoThe client's Purchase Order number provided by the client.. Pulls through from the CE. 
StatusStatus of the document.CategoryCategory of the job which pulls through from the job bag

The Status indicates the document's current point in its life cycle. The status options will include the following:

    • Draft: At creation, the Tax Invoice is in Draft which will allow editing.
    • Issued: The invoice is ready to be issued to the client.
    • Paid: The invoice has been paid by the client.
    • Cancelled: The document will be cancelled and set to zero.
Category

This field populates from the Job Bag and is not editable.

CE NoRelated The CE number from which the invoice was created from.
IssuerName of the The person who who created the  the tax invoice.
TermsPayment terms for that Client

Displays the agreed payment terms with the client.

Export DatePopulates when exported from Chase

The date on which the tax invoice was exported to the relevant

accounting package

accounting system.

Add Line buttonAllows users to you add an additional line item items to the invoicebe invoiced, if the Tax Invoice is in Draft status.
Work TypeWork type column where work types/list of services pull through from the CE.
Business UnitProfit centres or revenue streams within the Agency.
%Mkup%Mkup is the % markup added to the cost from the Cost Sheet.
UnitsThe quantity sold to the Client which pulls through from the CE.
Est CostPopulates when there is an external markup allocated to the Work type from the CE.
Tax FreeWhen selected, no tax will be calculated for that specific line item.
AmountThe final amount after markup is billed to the Client

The description of the line item. This indicates the type of work to be carried out and is useful for reporting.

Business Unit

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...

%MkupThe 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.
UnitsThe quantity of the item to be provided
Est CostEstimated cost for all external line items. This forms the "Est. Cost Billed" in WIP reporting.
Tax Free

Specifies any line items that should not attract sales tax, for example tax exempt goods and services.

AmountDisplays the amount to charge the Client before tax.

Contents

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