Send and Release Project Invoices

Explanation

This activity is used for sending invoice messages to customers. You have the option of attaching documents and sending them to the customers along with the invoice. You can include the documents already connected to the project invoice, the project invoice specification as well as any other documents.

Prerequisites

• This activity requires that the INVOIC invoice message is defined for the customer in the Customer/Message Setup tab.
• Project invoices in Preliminary state should exist.

System Effects

• As a result of this activity, the project invoice will be released.
• An invoice message is sent to the customer and vouchers for the invoices are created and transferred to the hold table in IFS/Accounting Rules.
• The status of the invoice will be changed to PostedAuth. If one or more posting errors occur, the status of the invoice will be Printed.
• The send status of the invoice will be changed to Transferred. The date and time at which the invoice was sent will be automatically entered in the Sent Time field in the Sent Invoices window.
• If the media code is E-INVOICE, an image will be created and checked into IFS/Document Management based on the settings specified in the Company/Invoice/Document Management tab.

Window

Project Invoice

Related Window Descriptions

Project Invoice

Procedure

1. Open the Project Invoice window.
2. Query or populate to find the project invoice you want to send.
3. Right click on the project invoice and click Send and Release Invoice to open the Send and Release Invoice dialog.
4. Specify the appropriate media code by using the list in the Media Code field. The default media code for the company is automatically selected when the dialog is opened.
5. Specify the relevant user group by using the list in the User Group field.
6. Specify the relevant voucher type by using the list in the Voucher Type field.
7. Select the Print Invoice Document check box if you want the invoice to be printed when the invoice is sent.
8. Select the Add Invoice Connected Objects check box if  you want the the documents already attached to the project invoice to be sent with the invoice.
9. Select the Add Project Invoice Specification check box if you want the project invoice specification to be sent with the invoice.
10. If you want to send other documents with the invoice, in the Additional Files group box, click Add and select files that you want to send.
11. If you want to remove any of the documents added as additional files, select the file in Additional Files field and click Remove.
12. Click OK to release and send the project invoice.