Invoices

Invoices for a project can be added to the Invoices register. Invoices must be associated with both the contract and the actual pay form. Invoices can be added at a project level, assigned to a contract and a payment form on a later date. This helps businesses to manage an influx of invoices.

Invoice register

The Invoice register shows a list of all invoices associated with a project, including ERP system, contract, invoice, payment form, and vendor-submitted invoice information. You can use the Invoice type columns to quickly identify whether the invoice is a standard invoice or a retention release invoice.

You can add standard invoices and retention release invoices into the invoice register and then assign them on a later date. See Invoice attachments for more information about standard and retention release invoices.

Step by Step — Add a invoice

Summary: Add an invoice to a project when a vendor has sent an invoice and you must add it manually.

You can associate the invoice to a contract when you create the invoice or on a later date. An invoice must be associated before it can be converted to a payment form.

  1. From the Invoices register (Contract > Invoices), click the Add invoice icon. The Add invoice dialog box opens.

  2. Add the invoice information, including the invoice file or link, and then click Add if you are only adding one invoice or Add and new if you want to add more invoices.

    You cannot link to password-protected PDF documents.

  3. Repeat step 2 as needed. If the Vendor invoice status column is used in the register, the invoices have a vendor status of Not applicable.

If you did not assign a contract to the invoice, you can edit the invoice later.

To edit an invoice, select it, and then click the Edit icon. The Edit invoice dialog box opens, and you can add or edit the contract or edit any other field.

To assign an invoice to a payment form, select one or more invoices, and then click the Convert invoice icon. You can assign the selection to an existing payment form or convert to a new payment form..

In a proxy ERP environment, you can only put one invoice on a payment form.

Invoice notes

To add a note to an invoice, select an invoice, and then click the Notes/feed icon. You can then add notes to the Invoice tab of the Notes/Feed slide-out panel.

Notes added to the Invoice tab show for the invoice only. You can add a note for the contract on the Contracts tab of the slide-out panel.

If a vendor has submitted the invoice into Contract from the Vendor contract summary page, notes from the vendor show with a blue bar on the left side of the note. When you add a note to a vendor-submitted invoice, you can specify whether the note is sent to the vendor by selecting the Send note to vendor check box. If the check box is not selected, the note is internal only. See Working with vendor-submitted invoices for information about vendor-submitted invoices.