Module 7 Invoicing. Step by Step Guide PSA Single project invoicing 7.2 Batch invoicing projects 7.3 Program invoicing 7.

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1 Step by Step Guide PSA 2015 Module Single project invoicing 7.2 Batch invoicing projects 7.3 Program invoicing 7.4 Invoice approval PSA 2015 (Release ) PSA 2015 Step by Step Guide is published by Assistance Software. All rights reserved. No part of this publication may be reproduced. The information contained in this guide is provided without any express, statutory, or implied warranties. Assistance Software will not be held liable for any damages caused or alleged to be caused either directly or indirectly by this guide. 1 (C) Copyright 2015 Assistance Software

2 Module 7. Hours & Expenses Contents INTRODUCTION... 4 MODULE 7. INVOICING... 5 Overview SINGLE PROJECT INVOICING... 6 INTRODUCTION... 7 What you will learn in this section SINGLE PROJECT INVOICING... 8 Exercise 1: Invoice a single project... 8 Exercise 2: Generate a credit note for an approved invoice Exercise 3: Modify an unapproved invoice Exercise 4: Invoice one installment of a fixed fee project Exercise 5: Invoice a sales direct project BATCH INVOICING PROJECTS INTRODUCTION What you will learn in this section BATCH INVOICING PROJECTS Exercise 1: Generate batch invoicing for your T&M projects Exercise 2: Generate batch invoicing for your recurring projects Exercise 3: Generate batch invoicing for your installments PROGRAM INVOICING INTRODUCTION What you will learn in this section PROGRAM INVOICING Exercise 1: Invoice a single program Exercise 2: Generate batch invoicing (for your programs) INVOICE APPROVAL INTRODUCTION What you will learn in this section

3 INVOICE APPROVAL Exercise 1: Approve invoices

4 INTRODUCTION Welcome to PSA 2015 Step by Step Guide series! The intent of these guides is to teach you the core functionalities of Assistance PSA. You can use them as a complete training tool or as a reference for implementation purposes. Based on the PSA methodology it is broken down into 7 modules, each one designed to walk you through the implementation process up to and including best practice when working with the solution. For a complete description of each module please refer to the Appendix of Module 1. Module 1. Concept & Navigation Module 2. Settings Module 3. Blueprint Module 4. Projects Module 5. Timesheet Module 6.Time and Expenses Module 7. Starting at the beginning and working your way through all the exercises* will provide you with enough proficiency to be able to work with all the common functionality of PSA and apply this knowledge to your own business requirements. Last but not least this series of step by step guide will also prepare you for the certification exam of Assistance PSA. Good luck! * PSA for Microsoft CRM can be accessed from a web browser, from Microsoft Outlook by using the Microsoft Dynamics CRM for Outlook feature or from a mobile device. The screen shots and examples in this guide show the web browser option. Also note that for the purposes of this guide the security role used for all the exercises is System Administrator. 4

5 MODULE 7. INVOICING Overview This step by step guide is the last of the series and is focused on invoicing. In this module you will learn how to: Invoice single project Execute batch invoicing (for projects) Invoice programs Perform invoice approval 5

6 PSA 2015 Step by Step Guide 7.1: Single project invoicing PSA Suite Basic for CRM : Single project invoicing 6

7 INTRODUCTION 7.1 SINGLE PROJECT INVOICING In the previous module (Module 6. Hours & Expenses) you have learned about Assistance PSA s standard validation process. This module covers the final destination of this process:. Time & expenses entries Timesheet (calendar view) Timer Timesheet by Line Timesheet completion Hours Analysis Report Ready Time Cards Analysis & adjustments Project level Hours& Expenses entities PM approval Project level Hours& Expenses entities Dashboard Administrative approval Project level Hours& Expenses entities Dashboard Time cards Booking period Close booking periods Hours on hold Exclude hours related to T&M project items from billling. Single project Batch invoicing The invoicing process in Assistance PSA will provide you with two methods of billing: 1. Single invoicing 2. Batch invoicing These two methods can be used for invoicing projects as well as programs (related to T&M projects). As part of the process you will find an approval step which can only be performed by the individual defined as the invoice approver at the project level or at the program level. This section will focus on single project invoicing. What you will learn in this section. In this section you will learn how to: Invoice a single project and approve it. Modify an invoice Generate a credit Invoice one installment 7

8 SINGLE PROJECT INVOICING Introduction In Assistance PSA you can perform single project invoicing for your different types of projects: T&M, Fixed Fee, Products (ex: direct sales), etc. This method will allow you to preview the list of your billable items and make some last moment changes, i.e. exclude a line from billing or put hours on hold. It will also automatically display your pro-format invoice for review and possible adjustments as well as approve your invoice directly from this screen. Exercise 1: Invoice a single project Scenario: You have approved the hours and expenses of your projects and are ready to invoice them. You will start with invoicing a project with T&M, Fixed Fee and Products project items. Follow the detailed steps below to learn how to invoice a single project. Step 1: Review of your billable project items. Under Assistance PSA go to Projects and change the view for Invoiceable Projects (standard PSA view). PSA will show you all the billable projects with their respective total amount to be invoiced. Double-click the project you wish to invoice. Select Project E. (This project has multiple project items hours and expenses) that are T&M and Fixed Fee. 8

9 Once in the project scroll down to the Financial section. Detailed will provide you with 2 options: Group By: This is the default option. If you keep this option PSA will generate the invoice lines summed up by Project item/hour type/employee. Detailed: If you click on the field (by default set as Group By) PSA will display the other option, Detailed. With this option PSA will generate an invoice line for each time (T&M) or expense (Billable) entry posted towards your project. For the purpose of this exercise, select Group By. Important note: You can change the option at any time however invoices will always display the line items according to the setting defined when they were first generated. In other words an invoice created with Detailed set at Group By will not display the invoice line items according to each time entry if the setting in the project is changed for Detailed. Go to the local command bar and in the extended menu click Invoice. PSA will bring you the list of all your billable items. 9

10 Project: You will find here your project number. 2. Account: This is your project s account and it is the one that will be invoiced for the items below. 3. Invoice Until Date: This will always be the last day of the previous week; you can change the selection however via the calendar dropdwon if need be. 4. Description: By default the name of your project will appear in the Invoice Description fied but you can overwrite it if need be. 5. Show billable items only: If you uncheck this box PSA will bring you the list of all your project items; this is useful if you want to invoice a fixed fee that has no Selling Amount or a % of completion at zero. This is not the case here; leave the box unchecked. 6. Invoice date: By default today s date will be the invoice date; here also you can overwrite it should it be necessary. Now let s take a look at the billable project items The first item is checked as Time and Material. In this case the columns of the table will have the following definition: 10

11 1. Amount: This number corresponds to the actual hours booked so far whether invoiced or not. 2. % to invoice: % to invoice will only display a value if the item is a fixed fee; it will then be based on the % of completion of the item. In the case of a Time and Material, PSA will invoice based on the actual hours booked therefore this field is blank because not applicable here. 3. Invoiced: This number indicates how much has been invoiced to the client as of now. 4. Proposal Amount: This number corresponds to the value of booked hours covered by the billing period defined in the invoice header. 5. This Invoice: By default the Proposal Amount will be displayed here. Because this is a T&M item, it is not possible to overwrite this field. 6. Billable Expenses/Billable Products: Because this is not a Billable expense or a Billable Product item, both fields will remain blank. Go back to the very first column and click the magnifying glass. PSA will display the details of the hours booked to this item in the billing period defined in the header. Because the hours have been approved you do not have the option to modify the lines here. You can decide, however, to put them on hold by checking the corresponding box. You do not want to put hours on hold; uncheck the box and at the bottomof the screen hit Close. 11

12 You are now back in the billable list of items. Because this item had approved hours in the billing period defined in the invoice header, it was automatically pre-selected for billing. If you uncheck the box, you will exclude it from the invoice (note that this applies for all the items of the list whether they are fixed fee, T&M, Expenses or Products related). You want to invoice this item, click the box again and hit the tab key to update the column This Invoice. You are ready to review another project item. This time click on a line that is not T&M; select a Fixed Fee project item The columns of the table will now have the following definition: 1. Amount: This number now corresponds to the selling amount of your project item. 2. % to invoice: This number represents the percentage of completion of the project item; because this is a Fixed Fee item, it will now determine the % of the selling amount to be invoiced. 3. Invoiced: As with the T&M item, this field represents the amount invoiced so far. 4. Proposal Amount: To calculate this amount PSA will take the value in the Amount column and multiply it by the % to invoice. It will then look at what has already been invoiced and calculate the difference. The result will be displayed in this field. 5. This Invoice: As with the T&M item, by default the Proposal Amount will be displayed here. This time, however, you can overwrite the value. To invoice a different amount, you have 2 options: 12

13 You can enter a different number in the % to invoice column (enter 50), hit the Tab key and let PSA calculate the new Proposal Amount and This Invoice amount. Or you can enter a different amount directly in the Column This Invoice. Overwrite the amount, enter PSA will accept the modification and process the invoice accordingly. 6. Billable Expenses/Billable Products: This is not a Billable expense item or a Billable Product; both fields will remain blank. Now go back to the very first column and click the magnifying glass. Because this is a Fixed Fee item you will not access the detail of the actual hours. These hours have no influence on the billing process and, as such, there is no reason to put them on hold. Click Ok. Now go to the project item related to Expenses billable (5.2.1 Training Materials). 13

14 The Amount, % to invoice and Invoiced columns will react the same way as with a T&M project item. The Proposal Amount and This Invoice columns will remain blank; the amount PSA will invoice being displayed in the column Billable Expenses. The value showing here represents the actual costs booked towards the project item in the billing period defined in the invoice header. Note that you will not be able to display here the list of the actual expenses by clicking the magnifying glass (first column); this feature is used to put hours on hold and doesn t apply to expenses. The last billable project item is a Products item. It will react the same way as with the Billable Expenses item; the only difference being the column which displays the amount to be invoiced; in this case the value will show in the Billable Products column. Now go to the invoice header and uncheck the box show billable items only. PSA will display all the project items for your project. 14

15 The new lines displayed are related to: One T&M project item: it was automatically excluded because no time was booked towards the item. Three Fixed Fee project items: they were automatically excluded because in all cases the % of completion of the items was 0%. In which case PSA assumes (as a rule of thumb) that no work/expenses have occurred and therefore no amount should be invoiced. Because Fixed Fee items are invoiced based on the contract amount (and not hours/expenses booked) you can override the 0 value and specify an amount to invoice directly from here. In this case you want to invoice your travel fees (4.2.0 Travel) even if no % of completion was defined. This item will react the same way as with a Fixed Fee item related to hours; you can modify the % to be invoiced or enter a new amount in This Invoice column. Change the % to be invoiced to 30, hit the tab key and let PSA calculate the new amount to be invoiced. You will notice that this line is now checked; and as such will be included in the billing. You have now completed the review of your billable items. 15

16 If you are not ready just yet to invoice your project, simply click the Close button and PSA will bring you back to the project screen without generating an invoice. If you are ready to invoice your project, click OK; PSA will now generate an invoice. Step 2: Generate the invoice for your project You have completed the revision of your billable project items and are ready to invoice your project. Click OK. PSA will now generate the invoice. In the left column of the Summary section you will find the following fields: 1. Invoice ID: This number will identify your invoice until the invoice number is assigned to your document. 16

17 2. Invoice Number: At this point in time PSA hasn t assigned an invoice number to this document. This field will remain blank until the invoice is approved; only then will PSA generate a number. 3. Name: PSA has displayed here the Invoice ID combined with the Invoice Description of the previous screen. This is due to the fact that in the Invoice section of the PSA settings the feature Start invoice name with Invoice ID was checked. Note that you can overwrite the description. 4. Currency, Price list, Prices lock, Program and Project: These 5 fields have been copied from the project and mostly appear as locked. Best practice is to leave Price List as is. 5. Approved: You will check this box once you are ready to approve the invoice. Note that you can also approve the invoice at a later time via the Invoice entity (see related exercise in this guide). 6. Credit management stage: You can set up a series of credit management stages in the PSA Settings module; they in turn will allow you to define the one specific to each invoice. Leave the field blank. In the next section to the right you will find the detail of your line items. Because you have selected Group By in the project screen they now appear summed by project item/employee/hour type. And the section below will display the totals of your invoice. Finally the 3 rd section to the right will display the Opportunity (if any), Customer and Contact information related to this invoice. 17

18 Now scroll down to the Preview section of your invoice screen. If you have selected a default Invoice Report via the PSA Settings screen, your Project or even here in the invoice screen (the extended command bar is where you will find the feature remember to save your invoice after selecting the default report) PSA will display the report in the Preview Section. Once you click on Preview, PSA will generate the invoice report. From here you can print the invoice or click on the disk icon to generate a file to send to the customer (ex: PDF file). Once you are done, close the window. 18

19 Your invoice is now generated and has been automatically saved by PSA. You want to approve the invoice. In the Summary section, check the box Approved. PSA will now generate the Invoice number. One you are done click the link to your Project in order to go back to the project screen. Back in the project screen, go to the invoice section; you will find there your newly created invoice. Note that since the invoice has been approved it is no longer possible to modify or delete it; you can, however, issue a credit note should you have to cancel the invoice and re-invoice the hours/expenses/products (see next exercise). Also note that once the invoice is marked as paid it will show as such in the Status Reason column (for more information please refer to the PSA integration services document). 19

20 Exercise 2: Generate a credit note for an approved invoice Scenario: You have approved an invoice but realize that it is incorrect and that you need to cancel it. You will want to re-invoice the hours/expenses/products of the incorrect invoice later. Follow the detailed steps below to generate a credit note for an approved invoice. Step 1: Generate a credit note for an approved invoice. Under Assistance PSA click Invoices. By default PSA will display the list of all the active invoices within your organization. In order to generate a credit note you need to open the approved invoice to which it is related. o Double-click on the invoice to open the record. In the invoice screen, go to the command bar and in the extended menu click Credit Note. 20

21 PSA will open up a pop up window. Here it will caution you that this action can NOT be undone. It will also give you the option to release the hours, expenses and products of the invoice for future invoicing. This is what you want; leave the box checked. Now click Accept. PSA will generate the credit note automatically and provide you with the same details as with the original approved invoice; only this time, with negative values. You will notice that the credit note is already approved and therefore can t be modified. In the top right corner close the window. Back in the original approved invoice screen click Invoices to go back to the invoice list display. Now click the refresh icon at the top right of the list display. You will see your credit note displayed in the list. 21

22 Note that you can also generate a credit note directly from a project. Simply go to the Invoices section, select the approved invoice and from there follow the same steps as the ones above. 22

23 Exercise 3: Modify an unapproved invoice Scenario: You have generated a credit note and released the hours/expenses and Products of the original incorrect invoice. You are ready now to re-invoice these items. You will also want to modify the detail at the invoice line level once the pro-format invoice is generated. Follow the detailed steps below to create an invoice and modify the invoice line detail of the pro-format invoice. Step 1: Define the Detailed in the project screen. It is possible in Assistance PSA to modify the invoice line detail of an invoice before it is approved; this, however, will not change the actual entries. Best practice will be to set the Detailed parameter in the project screen to Detailed. Open Project E and navigate to the Financial section. Click the field Detailed and select Detailed. Save the change. With this option PSA will generate an invoice line for each time (T&M) or expense (Billable) entry posted towards your project; this will allow you to change each line individually and to generate a detailed report of these lines once modified. Step 2: Generate the invoice. Go to the Command bar and in the extended menu click Invoice. PSA will bring you the list of all your billable items summarized at the project item level. 23

24 Click OK to generate the invoice. In the next screen you will now see the details of each entry as an invoice line. Note that PSA will display the description of the time entry in the first column; if no description was entered in the time entry then PSA will display the project item name. The view displayed by default is the Invoice Product Inline Edit View. This view will allow you to modify each line directly in the grid. You want to delete two invoice lines that net each other out and that you want to exclude from your invoice detail you will send to your client; they are related to an entry and the adjusting entry you have created in Module 6. Hours and Analysis to cancel the first one. 24

25 If you click/hoover your mouse over the line you will notice at the far right a trash can; click on the trash can icon of each line to delete them from the invoice detail. Remember that the actual entries are NOT deleted ONLY the invoice lines are deleted. When in the Invoice Product Inline Edit view you can also directly modify the description, price and quantity displayed in the grid. You want to increase the quantity of hours of one of the invoice line to 7.5 hours. Click in the quantity field enter 7.5 and press the Tab key. PSA will automatically save the data and update the value of the entry accordingly (remember that the actual entry is NOT changed ONLY the invoice line is changed). You can also change the view of your invoice lines; In the dropdown arrow select Invoice Product Sub Grid View. Note that if you have created your own views they will also be available here. This view will provide you with more information regarding each entry (scroll to the right to display the other columns). You won t be able however to directly modify a line from here; to do so you will have to double-click the line and do the modifications in the other screen. 25

26 When you double-click on a line PSA will open up a new window where, in addition to the description, hour type and quantity, you will also be able to change the Project Item, Ledger account, Employee and Tax Group. Always keep in mind that this is done at the invoice line level and is not reflected back at the actual entry level. If you make any changes you will need to then save and close the window. This is not the case, you do not want to modify any fields here: close the window. Back in the invoice screen go to the Summary section and click the link to your project in order to go back to the project screen. In the project refresh your screen (F5) and go to the Financial section Amount: Is the sum of your T&M hours and billable expenses, whether approved or not, and including hours put on hold (since these hours are still at this point billable). It also includes any Fixed Fee amount (time or expenses).or Products. 26

27 2. Invoiced: Represents the sum of all your project s invoices. 3. To be Invoiced: Is the variance between the Amount field and the Invoiced field. 4. Hours to Invoice: Displays the amount of approved billable T&M hours with no invoice. This field, when compared to the field To be Invoiced, indicates if you have invoiced less or more hours than what was initially booked (to have the correct value subtract any Fixed Fee Amounts that may be included in the value of To be Invoiced). In this example the variance between Hours to Invoice and To Be Invoiced comes from the change made in the last invoice; increasing the number of hours of the invoice line from 6 to 225/hour translated in a value of Navigate to the Details section. It will provide you with the same information broken down by project items. In most cases it will show you directly where the variance comes from. In the next billing cycle PSA will look for actual approved hours and will ignore (because it represents a calculation and NOT actual entries) the negative value displayed in the column To be Invoiced of this T&M project item. 27

28 Exercise 4: Invoice one installment of a fixed fee project Scenario: You have a fixed fee project defined with installments (invoice scheme) and are ready to invoice the first one. You could use the batch invoicing functionality to do so however, at this point in time, this is the only fixed fee project that you wish to invoice, and so you will perform the task directly from the project. Follow the detailed steps below to invoice the first installment of a fixed fee project. Step 1: Review the installments. Open project F, go to the Navigation bar and click Invoice Scheme. Note: For a reminder of how to define instalments please go to the addendum of this exercise. You can also consult Exercise 2. Generate a forecast for a fixed fee project of Module 4. Projects. PSA will open up the section. The first installment is ready to be invoiced. The second installment is on hold but you will now release it as you have received confirmation that its due date is accurate (it will be processed via batch invoicing at a later date). The third installment is on hold and you will leave it as is for now. Select the second installment, right-mouse click and select Edit. 28

29 Uncheck the box On hold and Save and close the window. The invoice scheme has been updated accordingly. You will now proceed to invoicing the first installment from the project. Step 2: Invoice the installment. In the project s main screen go to the local command bar and in the extended menu click Invoice. PSA will inform you that there is an instalment scheduled and will ask if you want to process it. Click OK. 29

30 PSA will display each project items with their corresponding invoicing amount in the installment. Once again, click OK. PSA will now generate the invoice. If you have the necessary rights you can also approve the invoice directly from here; for the purpose of a later exercise leave it unapproved. Navigate back to the Project screen and go to the Invoice scheme section. 30

31 You will see your invoice ID now displayed next to the installment. Addendum: Define the installments of a fixed fee project. You have just created a project which needs to be invoiced in installments. In the Items section you have defined the Amounts of all your Fixed Fee items. Note that you can only define instalments for Fixed Fee items; T&M and Billable Expenses items are always billed according to the actual hours/expenses booked as the project unfolds. Go to the navigation bar and select Invoice Scheme. PSA will open up the section. You will start with the definition of your first installment: Deposit 50% due tomorrow. 31

32 Click the + sign. PSA will now retrieve all the Fixed Fee items of your project In the header you fill find the following fields: 1. Term: PSA will also automatically sequence this instalment as the first one. 2. Description: Enter a description, ex: Deposit 20%. 3. Due Date: Specify the estimated due date here; enter tomorrow s date. 4. On hold: If you check this box PSA will put this instalment on hold and exclude it from any billing cycle. The status of this project is set to 20.Active you do not want to exclude the project from any billing cycle: leave the box unchecked. 5. Prognosis: If you check this box you will mark this installment as a prognosis. This is not the case here: leave the box unchecked. 6. Probability: You can enter a probability percentage for an instalment marked as a Prognosis. As with the sales forecast of a T&M project the probability percentage will have an impact in the Sales Forecast grid of PSA, i.e. 50% will display 50% of the value of the installment. If you do not enter any value in this field and have checked the box Prognosis, PSA will then exclude the installment in the overall Sales Forecast grid (since there is no probability for this revenue to occur). Leave the field with the 0 value; the installment is not set as a Prognosis there will be not impact the sale forecast grid. 32

33 In the grid section you will find all the fixed fee items (hours and expenses) of your project with their respective Amounts Other Installment: This column will display the value of any other installments already defined for this project item. 2. % of Amount: Enter the % of the Amount PSA should calculate for this first installment. Note that you can also leave this column blank and enter a specific amount in the next column. Enter 20 (for 20%) on every line STARTING with Requirements and ending with Project management. You will leave the project items with a zero amount blank. 3. This Installment: If you have entered a % in the previous column PSA will display the value of that percentage. If no % has been specified, you must enter an amount here. 4. Remaining Amount: PSA will display the remaining value of the Fixed Fee. Once you are done, click Save and New to define the 2 nd installment. 33

34 Once again PSA will automatically sequence the installment. It will also display the amount of the previous installment and the remaining amount at this point. Enter a description, ex: Mid project 50% Select the due date, ex : 2 months from now. Put the installment on hold (the due date may change depending on how the project unfolds), leave the Prognosis box unchecked and the Probability at 0. Now enter 50 in the column % of Amount for all the items. Once you are done click Save & New to define the 3 rd and final installment. Enter a description, ex: Final installment 30% Select the due date, ex: 4 months from now. Put the installment on hold (the due date may change depending on how the project unfolds), leave the Prognosis box unchecked and the Probability at 0. And enter 30 in the column % of Amount for all the items. 34

35 Once you are done click Save & Close. PSA will now display the forecasted revenue for this project according to its billing milestones. Note that this forecasted revenue will also appear in the overall Forecast grid of PSA (see corresponding exercise). At the bottom you will also find the total amount for all your installments. If you need to delete a line, simple select it and click the X button on the header of the grid. If you need to modify a line, simply select the line, right mouse click and click Edit. Note that you can also add and delete a line here. Ex: As your project unfolds you will come back here and will uncheck the box On hold of your second installment once the due date is confirmed. 35

36 If the expected due dates of the billing milestones should change, simply select the first installment that should be changed: ex: Deposit 20% Right mouse click and select Move Due Date; PSA will open up a new window. You can enter a number in the field Move up Days and PSA will calculate the New Due Date automatically. o Enter 5 days. You could also enter a New Due Date and once you click OK, PSA will automatically calculate how many days this represents. Once you have entered the number of days (or the new Due date), you can choose to move all installments from this due date and later. Check the corresponding box; you want all the installments to have their due date moved. And click OK. PSA will update the due date of your installments accordingly. You have completed the invoice scheme of your project 36

37 Exercise 5: Invoice a sales direct project. Scenario: You have just closed a direct sales project (no fees only CRM products) and are ready to invoice it. Follow the detailed steps below to invoice a direct sales project. Step 1: Invoice the project. Open project SD. In the Financial section you will see the total value of your products in the Amount and To be Invoiced fields. The same information will be displayed in the Details section for each project item. Scroll down to the Products section of your project screen; you will find here the detailed list of the CRM products added to this project. In the local command bar go to the extended menu and click Invoice. 37

38 PSA will bring you the list of all your billable project items. (Note that when you invoice CRM products from a project there is no approval step required; in fact as soon as you add a CRM product to a project item it becomes immediately available for billing). PSA will sum up the value of all your products by project item. Click OK to generate the invoice. In the next screen you will now see each product as an invoice line. Now go ahead and approve the invoice. 38

39 PSA 2015 Step by Step Guide 7.2: Batch invoicing projects PSA Suite Basic for CRM : Batch invoicing 39

40 7.2 BATCH INVOICING PROJECTS INTRODUCTION 7.2 BATCH INVOICING PROJECTS In the previous module (Module 6. Hours & Expenses) you have learned about Assistance PSA s standard validation process. This module covers the final destination of this process:. Time & expenses entries Timesheet (calendar view) Timer Timesheet by Line Timesheet completion Hours Analysis Report Ready Time Cards Analysis & adjustments Project level Hours& Expenses entities PM approval Project level Hours& Expenses entities Dashboard Administrative approval Project level Hours& Expenses entities Dashboard Time cards The invoicing process in Assistance PSA will provide you with two methods of billing: 1. Single invoicing 2. Batch invoicing Booking period Close booking periods These two methods can be used for invoicing projects as well as programs (related to T&M projects). As part of the process you will find an approval step which can only be performed by the individual defined as the invoice approver at the project level or at the program level. This section will focus on batch invoicing your projects. What you will learn in this section. Hours on hold Exclude hours related to T&M project items from billling. Single project Batch invoicing The Fundamentals In this section you will learn how to: Batch invoice your T&M Projects Batch invoice your recurring projects Batch invoice your installments. 40

41 BATCH INVOICING PROJECTS Introduction 7.2 BATCH INVOICING PROJECTS In Assistance PSA you can perform batch invoicing for your different types of projects (T&M, Fixed Fee, Recurring, etc.). This method will allow you to invoice multiple projects at a time for a more efficient billing process. The series of invoices generated from batch invoicing will also be available for individual review and possible modification of the invoice lines. Follow the steps below to perform batch invoicing. Exercise 1: Generate batch invoicing for your T&M projects Scenario: You have approved the hours and expenses of your projects and are ready to invoice them. You will start with performing batch invoicing for your T&M. Follow the detailed steps below to learn how to perform batch invoicing for your T&M projects. Step 1: Generate batch invoicing for your T&M projects The functionality of batch invoicing can be found in 2 places: In Assistance PSA under Projects. Or in Assistance PSA under Invoices. For the purpose of this exercise, go to Invoices. By default PSA will show you all your active invoices (approved or not). 41

42 7.2 BATCH INVOICING PROJECTS In the command bar, click Batch PSA will open up a window. In the left section of the header you will select the type of projects you want to invoice as well as the billing parameters. In the right section of the header you will be able to restrict/filter the selection of projects by invoice approver/project manager/project supervisor or legal entity. Finally you will also be able to only display one specific project by entering its number in the field Project number. For the purpose of the exercise of this section we will leave these filters blank. Click the dropdown menu of the field: Project Type and select Time and Material.. 42

43 7.2 BATCH INVOICING PROJECTS PSA will modify the header according to the selected project type. 1. Invoice Until Date: This date is always the last day of the previous week; you can change it however if need be. Select a date that will include all the entries you have previously made. 2. Including Billable Expenses: If this box is unchecked PSA will exclude from the invoice the Expenses billable of the project. Leave the box checked. 3. Program Invoices: When you perform batch invoicing at the program level you will check this box. This doesn t apply here, leave the box unchecked. 3. Invoice Date: By default PSA displays today s date; you can also change it if need be. Leave it as is. 4. Financial period: This field relates to Assistance Financials and it represents the financial periods to which the billing J/E will be posted. For more details please refer to the training documentation on Assistance Financials. Leave the field as is. Click the refresh button. PSA will bring you the list of all the billable T&M projects. Now review the table located below the batch header. Each line represents an invoice and will give you the project number and name, account and respective amounts of both your billable hours and expenses per project. At the bottom of the table you will see the sum of the billable hours and expenses for all the projects displayed. 43

44 Check the projects you wish to invoice In this case select Project B Consultancy. (For the purpose of this exercise you will only invoice this project; Project A will be invoiced at the program level in a later exercise. 7.2 BATCH INVOICING PROJECTS Note that if you have multiple projects you can select all the projects by clicking the corresponding feature in the header: The Check will select all the projects while the X will unselect them all. At the bottom of the screen click OK. PSA will start generating the invoice. Once the process is done, it will display the following message: Click ok. And close the window of the batch invoicing. Back in the Invoices list display, at the far right of the list, click the refresh button. 44

45 7.2 BATCH INVOICING PROJECTS You will see your newly created invoice via the batch invoicing functionality and clearly identified as such with its batch Id. Note that you will only see its Invoice Number once it is approved (see related exercise). You can generate the invoice report from this screen. Select your latest invoice. Go to the extended menu of the local command bar and click Run Report. Select the report of your choice. Click Invoice_3_US PSA will open up a new screen; click the option The selected records and then Run Report. PSA will now generate the report. 45

46 7.2 BATCH INVOICING PROJECTS If you had selected more than one invoice you would navigate from one invoice to the other via the page arrows. The same principle would apply if this invoice had more than one page. From here you can print the invoice or click on the disk icon to generate a file to send to the customer (ex: PDF file). Once you are done, close the window. Back in the Invoice list you still have the possibility to open the invoice to view its detail. Simply doubleclick on its name to open the record. You will recognize the same format and will have the same capabilities as with your invoice generated via a single project. 46

47 7.2 BATCH INVOICING PROJECTS Exercise 2: Generate batch invoicing for your recurring projects. Scenario: You have defined your recurring projects with their recurrence patterns and values; you are now ready to invoice them. Follow the detailed steps below to learn how to perform batch invoicing for your recurring projects. Step 1: Generate batch invoicing for your recurring projects. Under Assistance PSA navigate to Invoices. In the command bar, click Batch In the next window, use the dropdown menu to select your project type Recurring Items. Now define the billing parameters. 1. Recurr. Invoice Period: Define the invoice recurring period. Select the first and last day of your project s first recurring period. 2. Every x months: Click the dropdown arrow and select here the recurring pattern of the items you wish to invoice. Each number represents a month; ex: 1 represents monthly billing, 12 represents yearly billing and 36 represents a 3 year contract. 47

48 7.2 BATCH INVOICING PROJECTS Select 1 for your monthly contract. 3. Invoice Date: By default PSA displays today s date but you can change it if need be. Leave it as is. Click the refresh button. PSA will bring you the list of all the billable recurring project items.. Now review the table located below the batch header Each line represents an invoice and will give you the project number and name, the status of the project as well as its account. You will also see the Invoice amount and, should you have already generated an invoice for that specific project within the invoice period defined here, PSA will show you the invoiced amount as well as the remaining balance for the project. Now check the project(s) you wish to invoice; there is only one to select. At the bottom of the screen click OK. PSA will now generate the invoice. Once it is created, click Ok. And close the window of the batch invoicing. 48

49 7.2 BATCH INVOICING PROJECTS Back in the Invoices list display, at the far right of the list, click the refresh button. You will see your newly created invoice via the batch invoicing functionality and clearly identified as such with its batch Id. Note that PSA has specified between brackets the billing period of this invoice. This is due to the option Add Period to Invoice Name for Recurring Items that you have checked in the PSA Settings record (Module 2. Settings, 2.2 PSA Settings). As with your other invoices you will be able to open the record from here and/or generate an invoice report. 49

50 7.2 BATCH INVOICING PROJECTS Exercise 3: Generate batch invoicing for your installments. Scenario: You have defined the invoice scheme of your fixed fee projects and are ready to invoice them. Follow the detailed steps below to learn how to perform batch invoicing for your installments. Step 1: Generate batch invoicing for your installments. Under Assistance PSA navigate to Invoices. In the command bar, click Batch Use the dropdown arrow to change the project type to Installments. Now define the billing parameters. 1. Invoice Until Date: This date is always the last day of the previous week; you can change it however if need be. Select a date that will include the 2 nd installments of your Project F. 2. Invoice Date: By default PSA displays today s date; you can also change it if need be. Leave it as is. Click the refresh button. PSA will bring you the list of all the billable installments.. 50

51 7.2 BATCH INVOICING PROJECTS Now review the table located below the batch header Each line represents an invoice and will give you the project number and name, the account, the installment s description and finally the invoice amount. Now check the project in order to invoice it. At the bottom of the screen click OK. PSA will generate the invoice. Once it is created click Ok and close the window. Back in the Invoices list display, at the far right of the list, click the refresh button. You will see your newly created invoice via the batch invoicing functionality and clearly identified as such with its batch Id. Note that PSA has added to your project s name the description of the instalment. As with your other invoices you will be able to open the record from here and/or generate an invoice report. 51

52 7.3 PROGRAM INVOICING PSA 2015 Step by Step Guide 7.3: Program invoicing 52

53 7.3 PROGRAM INVOICING 7.3 PROGRAM INVOICING INTRODUCTION In the previous module (Module 6. Hours & Expenses) you have learned about Assistance PSA s standard validation process. This module covers the final destination of this process:. Time & expenses entries Timesheet (calendar view) Timer Timesheet by Line Timesheet completion Hours Analysis Report Ready Time Cards Analysis & adjustments Project level Hours& Expenses entities PM approval Project level Hours& Expenses entities Dashboard Administrative approval Project level Hours& Expenses entities Dashboard Time cards Booking period Close booking periods Hours on hold Exclude hours related to T&M project items from billling. Single project Batch invoicing The invoicing process in Assistance PSA will provide you with two methods of billing: 1. Single invoicing 2. Batch invoicing These two methods can be used for invoicing projects as well as programs (related to T&M projects). As part of the process you will find an approval step which can only be performed by the individual defined as the invoice approver at the project level or at the program level. This section will focus on program invoicing (single and batch). What you will learn in this section. In this section you will learn how to: Invoice a single program. Perform batch invoicing for your program. 53

54 7.3 PROGRAM INVOICING PROGRAM INVOICING Introduction As with your projects, Assistance PSA will provide you with two billing methods for your programs: 1. Single invoicing 2. And batch invoicing. In the first case you will invoice your program directly in the program screen and this will provide you with the same features as with your projects: It will allow you to preview the list of your billable items and make some last moment changes, i.e. exclude a line from billing or put hours on hold. It will also automatically display your pro-format invoice as well as allow you to approve your invoice directly from this screen. For batch invoicing you will use the same functionality as with your projects and you will access it from the same two entities: Projects and Invoices. This method will allow you to: Invoice multiple programs at a time thus reducing the overall billing process time. The series of invoices generated from batch invoicing will also be available for individual review and possible modification of the invoice lines. Note that you can only batch invoice programs for projects that are T&M. As a pre-requisite to the following two exercises you must: Book time towards Project HRM Initiative (This project was created in Module 4. Projects, 4.7 Program, Exercise 1 Create a program). You will book 5 hours towards Requirements with the hour type Consultant. And 5 hours towards Project Management with the hour type Project Manager.. Once you are done approve the entries. Exercise 1: Invoice a single program Scenario: You have approved the hours of two projects related to the same program and are ready to invoice at the program level. Follow the detailed steps below to learn how to perform single program invoicing. 54

55 Step 1: Invoice a single program. 7.3 PROGRAM INVOICING Under Assistance PSA go to Program. Select your program and click on its name to open the record. In the next screen go to the Projects section. You will see all the financial information of your program summed up by project. Scrolling to the right will provide you with the number and values of hours booked as well as what is to be invoiced. Now collapse the Projects section to view the Totals section. This section will provide you with the same information as with Projects except laid out differently and summed up at the program level. 55

56 7.3 PROGRAM INVOICING The amount to be invoiced for your program is also clearly identified. Now go to the Summary section to validate that your program is set for invoicing. The Summary box is checked, the Account has been defined as well as the invoice approver. You are ready to invoice your program. In the local command bar click the Invoice button. PSA will bring you the list of all your billable items; this is the exact same functionality as with single project invoicing except that you will now see an extra column to identify to which project the items belong. For more information on this screen please refer to Exercise 1 Single Project invoicing of this guide. You do not have to make any adjustment to this screen, click Ok. 56

57 7.3 PROGRAM INVOICING PSA will now generate the invoice. The settings of the Detailed field of the projects will determine if the invoice will be summed up by project item/hour type/resource (summed up at the program level) or if each line will represents an entry. You will find here the same capabilities (modifications/reports) as with single project invoicing. This invoice is good, close the window. Back in the program screen scroll down to the section Summary Invoices. You will find your newly created invoice. You have completed the creation of an invoice at the program level. 57

58 7.3 PROGRAM INVOICING Exercise 2: Generate batch invoicing (for your programs) Scenario: You have approved the hours of two projects related to the same program and are ready to invoice at the program level. Follow the detailed steps below to learn how to perform batch invoicing for your program. Under Assistance PSA navigate to Invoices. By default PSA will show you all your active invoices (approved or not) including the ones generated at the program level. Note: For the purpose of this exercise you will delete the invoice created in the previous exercise; this will allow you to invoice the same program via batch invoicing. Select the invoice and in the local command bar click Delete. Now click Batch. Use the dropdown arrow to select Time and Material (T&M) for the project type. Validate the Invoice Until date, leave the box including Billable expenses unchecked and most importantly check the box Program Invoices. Validate the Invoice date and refresh the screen. 58

59 7.3 PROGRAM INVOICING PSA will now display the list of all the billable T&M projects related to a program. Your next step is to select which projects(s) you wish to invoice. Select both projects. PSA will not generate one invoice for both projects since they are related to the same program. Note: If you have multiple projects from different programs PSA will generate one invoice per group of projects related to the same program. Once it is created click Ok and close the window. Back in the Invoices list display, at the far right of the list, click the refresh button. You will see your newly created invoice via the batch invoicing functionality and clearly identified as such with its batch Id. As with your other invoices you will be able to open the record from here and/or generate an invoice report. Go back to your program and scroll down to the section Summary Invoices. You will also find here your newly created invoice. 59

PSA 2015 Step by Step Guide is published by Assistance Software. All rights reserved. No part of this publication may be Projects reproduced.

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