Project Invoicing—Exercises 

Basic Data Setup

Enter Report Codes

Purpose: Enter some report codes of different types.

Windows:
Report Codes

 

Connect Report Codes to Project

Purpose: Connect report codes to a project so you can report on the project.

Windows:
Project Info

 

Internal Pricing

Purpose: Define internal costs for project members.

Windows:
Internal Price

 

Sales Price

Purpose: Define sales prices to be used for invoicing.

Windows:
Sales Price

 

Register Customer (Link to IFS/Enterprise)

Customer — Basic Data and Requirements Exercises

Main Exercise

Create Project Invoice

Purpose: The purpose of this exercise is to show you how to create, preview, and release a project invoice.

Windows:
Create Project Invoice
 Report Archive

  1. Open the Create Project Invoice window. In the header, specify the date interval for which you want to create an invoice.
  2. Query for your project.
  3. Select the transactions you want to include on the invoice, and then right-click and click Create Invoice.
  4. When the invoice is created, you will be asked whether you want to view it. Answer Yes.
  5. Verify the invoice by checking the on-screen form or by right-clicking and clicking Printout to preview the printout.
  6. If you want to see which transactions are included, go to the Lines tab of the Project Invoice window, select the transactions, and then right-click and click Project Transactions. You can make some edits in the Project Transactions window if you want to. 
  7. When you are satisfied with the invoice, right-click and click Release Invoice. This will make the invoice final and create accounting information for it.
  8. After you have released the invoice, you might want to print it so that you can send it to your customer. Open the Report Archive window and populate it (when you released the invoice, an entry in the report archive was created.). Your invoice should be at the top. Highlight the invoice, then right-click and click Print. Alternatively, you can right-click and click Printout in the Project Invoice window. 

Basic Data Setup

Enter Basic Data for Sending a Customer Invoice

Purpose: The purpose of this exercise is to make it possible to send a project invoice to a customer as a message.

Windows:
Document Management
 Message Setup


General Exercises for Company Basic Data

Required Data

Create Project Invoice

Purpose: The purpose of this exercise is to create a project invoice that can be sent to a customer as a message.

Windows:
Create Project Invoice

  1. Create a preliminary project invoice (i.e. a project invoice that is not released).

General Exercise for Create Project Invoice

Main Exercise

Send and Release Project Invoice

Purpose: The purpose of this exercise is to show how to send and release a project invoice.

Windows:
Project Invoice
Sent Invoices
Report Archive

  1. Open the Project Invoice window and query for the preliminary project invoice you created.

  2. Right-click in the background of the window and click Send and Release Invoice to open the Send and Release Invoice dialog box.

  3. Select E-INVOICE from the list for the Media Code field.
  4. Connect a document to the invoice by adding it to Additional Files field. This can be done by clicking Add and selecting the location where the relevant document is stored.
  5. Click OK to send the invoice.
  6. Open the Sent Invoices window and query for the invoice you just sent.
  7. Check whether the following information is available.
Status Send Status Send Time Media Code Attachments (Check box)
PostedAuth Transferred The date and time at which the invoice was sent E-INVOICE Selected
  1. Select the invoice , right-click and click Attachments to open the Attachments window. You will see the name of the file you attached to the invoice in step 5, and it's original location displayed in the Attachments window.
  2. Select the attachment, right-click and click View Attachment. The document that you attached to the invoice will be displayed.
  3. To view the invoice image, open the Report Archive window or click the paper clip from the Project Invoice window.

Reprint/Resend Customer Invoice

Purpose: The purpose of this exercise is to show how to reprint or resend a project invoice that is already sent. If a change is made to basic data (e.g. the customer's delivery address), IFS Applications allows you to reprint the modified invoice (which is updated with the changes) as well as the original invoice (which is not updated with the changes). Therefore, if you want to perform the exercise using both options, change the address information of the relevant customer before you carry out the following exercises for easy identification purposes.

Windows:
Customer/Address
 Sent Invoices
 Report Archive

  1. Open the Customer window and query for the customer to which the invoice you previously sent belongs. In the Address tab, make some change to the address entered.

  2. Open the Sent Invoices window and query for the invoice that you previously sent.

  3. Select the invoice, right-click and click Reprint Original. The Print Report dialog box will open. Click Preview to view the invoice printout. Note that the address on the invoice is the same address that was there before you modified it for the purpose of this exercise. If you check the Sent Invoices window, you will also note that the send status has changed from Transferred to Printed and that the date and time at which you reprinted the invoice is displayed in the Send Time field.

  4. Select the invoice, right-click and click Reprint Modified. When you preview the invoice, you will note that the address printed on the invoice is the changed address.

  5. Select the invoice, right-click and click Resend Invoice. Open the Report Archive window and query for the for the invoice you resent. Select the record that you queried for, right-click, and click Show PDF to open the invoice image. Note that the address printed on the invoice is the changed address.