This section is the Invoice List. It contains the list of company issued Invoices.

Overview: Invoice list allows registration of company issued invoices for use within system modules. Registered invoices are categorized into different types named as SI,BS,DPSI and DPBS. Each successful registration adds a record in the invoice list and link invoice under its reference PI

Definition of Terms:

Invoice List - database of company issued invoices

Invoice Record - consists pertinent information about the registered Invoice

Sales Invoice (SI) - a formal accounting document used to monetize and itemize goods sold to client

Billing Statement (BS) - a formal accounting document used to monetize and itemize services sold to client

Down Payment Sales Invoice (DPSI) - a temporary accounting document usually used for billing partial payments corresponding to an SI

Down Payment Billing Statement (DPBS) -a temporary accounting document usually used for billing partial payments corresponding to a BS

Statement of Account (SOA) - a summary of client (chain) invoices with remaining balance

User Involve:

Project Manager are responsible for initiating a Pro-forma Invoice of their own project to be processed and reported by accounting team with corresponding sales invoices and collection receipts. Both are in charge of maintaining a transparent and accurate invoicing and collection system.

General Procedure/Instruction:

A. Instructions for Creating an Invoice (Accounting)

A.1. Upon receipt of signed PI, (FOR SI status PI) create an appropriate formal Invoice using QB

     note: roll back PI to Pending to request for correction by returning PI to PM

A.2. update the proforma invoice by adding an invoice record under Invoice tab; or Log on to the system and go to Accounting -Invoice module; Click “New” button to open Invoice profile form

A.3. Choose Invoice type to create system DPBS, DPSI, SI or BS (whichever applies)

Note1: For billing of partial payments or down payment use DPSI or DPBS type of Invoice. These types of record correspond to invoices used for partial billing purposes which collected amount may not equal the invoice amount due to issuance of another Invoice that covers the full amount less previous payments made. This is also used for place holders if there is collection received but no invoice was issued prior to the transaction

Note2: For cases of One PI with many Invoice, create multiple system invoice record it with same invoice document nos. and match the total PI amount and Invoice amount.

A.4. Fill up Invoice profile header and detail tab fields accordingly

A.5. click “save” and submit printed Invoice (BS or SI) to PM to notify and have signature

Note: Record all Cancelled formal document given the following instruction:

• 1. Go to Invoice or Collection
• 2. Enter Document No. of cancelled document
• 3. “Save” then confirm the given control message

Note: Use Print SOA function to print Statement of Accounts

• 1. Go to Accounting module then open Invoice Profile
• 2. Click “Check” button found at the lower left corner –check boxes will appear
• 3. Filter the Company name you want to have SOA printed
• 4. Check the invoices you want to include in printed SOA
• (note: use EXPORT/PRINT SOA PER CHAIN function to combine invoices under a chain in a single file)

Additional Notes:

Use PRINT/EXPORT AR per PM to summarize system invoices with remaining balance for all active PM

System uses pop-up reminders to notify users of not invoiced PI (prolonged “for SI” status) and not collected Sales invoice payments (prolonged “invoice” status) given a preset period. User may use filter bars to limit list as specified. User in charge, in this case the project manager and accounting representative, should acknowledge and do necessary steps to keep the system records up to date. Otherwise, ignorance may cause disruptive incorrect information.

For information on about filling up the invoice and its profile please see: Pro-forma Invoice Profile and Invoice Profile