Creating, Generating, Posting and Exporting Multi-Client Invoices

The Multi Client Invoice Manager feature allows users to create a single invoice for multiple clients and projects that can then be reviewed and approved as a collection, as well as posted and exported to a accounting system in a single operation.
This topic covers the following:

• To create a multi-client (batch) invoice
• To perform a mass update
• To post or export multi-client invoices

To create a multi-client (batch) invoice

1. Click Financial>Multi Client Invoice Manager to open the Multi Client Invoice Manager page.
2. Click the New icon to open the Multi Client Invoice Manager Edit page.
   Note: When a new batch invoice is created, [New] is displayed in the Batch # box until the invoice is saved. When the batch invoice is saved, a batch number is automatically generated for the invoice.
3. Enter a descriptive name for the batch invoice in the Batch Name box.
4. Click the Workflow browse button (...) to open the Invoice Workflow List page and then associate an invoice workflow to the batch invoice.
   Note: The batch invoice passes through all states of the selected workflow before it is approved and posted.
5. Click the Company browse button (...) to open the Company List page and then select the company that is associated with the invoices being processed.
   Note: After a company is selected, only projects associated with the company are displayed during the invoice generation process. If the selected company is not associated with a project, then the system validates the client. If the companies match, then all projects associated with that client are processed. The companies are associated with clients from the Client Edit page (Setup>Work>Clients>Client Edit>Invoice Options tab) and projects from the Project Edit page Setup>Work>Projects>Project Edit>Options tab).
6. Select the Override Document date check box and then click the Document date calendar icon to change the document date for the invoices in the batch.
   Note: By default, the Override Document date check box is cleared and the document date for all invoices in the batch is set to the current date. All Invoices in a batch have their document dates updated when a new invoice is generated or attached.
7. Under Interval, select the start and end dates of the multi-client invoice.
   Note: The start date is set by either selecting the Use database start date check box to specify the start date of the database or by clicking the Start Date calendar icon to select a date from the calendar.
8. Under Invoice Generation Options, set the following for the multi-client invoice:
   • Click One Invoice per Client, One Invoice per Project or One Invoice per User to define how the multi-client invoice will be generated
   • Select the Email a copy of the Invoice to the Client check box to send a copy of the multi-client invoice as an email attachment to the client; for more information, see Invoice Setup: Emailing a Copy of the Posted Invoice to a Client
   • Select either Manually or Through automation service from the list to define if the invoice will be generated manually or automatically: for more information on automating the generation of invoices, see Financials Setup: Automating the Generation of Invoices in Invoice Batches
9. Under Actuals to Include, select the check boxes for the billable entry types included in the multi-client invoice. If the Use Client settings check boxes instead of the billable entry check boxes are selected, the multi-client invoice inherits the settings defined on the Client Edit page (Setup>Work>Clients>Client Edit>Invoice Options>Default Settings).
   Note: The Mass Update of Invoices and Batch status options are only available after the multi-client invoice is generated.
10. Click the Next link to add or remove clients from the Clients list.
    • Click the Add link to open the Client List page and then select the check boxes of the clients that will be added to the list and click the Ok link
    • Select the check boxes of the clients that will be deleted from the list and then click the Remove link
11. Select the check boxes of the clients that will be included in the multi-client invoice and then click the Next link to open the Projects list.
12. Select the check boxes of the projects that will be included in the multi-client invoice and then click the Next link to open the Tasks list.
13. Select the check boxes of the tasks that will be included in the multi-client invoice and then click the Next link to open the Users list.
14. Select the check boxes of the users that will be included in the multi-client invoice and then click the Next link to open the Invoices list.
15. Click the Generate Invoices link to generates invoices.
    Note: After the Generate Invoices link is clicked, a list of all the invoices for the selected clients, projects, tasks and users are displayed in the Invoices list.
16. Click an invoice from the Invoices list to view its details on the Invoice Edit page and then click the Back link to return to the Multi Client Invoice Manager Edit page.
17. Click the Attach link to open the Invoice List page and then select the check boxes of the invoices to be added to the multi-client invoice and click the Ok link to return to the Invoices list.
18. Select the check boxes of the invoices and then click the Detach link and the Yes button to confirm the removal of the selected invoices from the Invoices list.
    Note: From the Invoices list, a new invoice can also be creating by clicking the New icon to open the Invoice Edit page; for more information, see Invoice Setup: Creating an Invoice for a Client, 1.
19. Click the Finish link to display the batch number of the newly created multi-client invoice on the Multi-client Invoice Manager page.

3. Under Batch Status, set the status for the multi-client invoice. The following states can be set:

• Open: multi-client invoice can be modified in this state
• Completed: multi-client invoice cannot be modified and is ready to be posted
• Posted: multi-client invoice is posted and all the entries included in the invoice are marked as billed Note: This status for the invoice is set after the multi-client invoice is generated.

4. Under Copy Options, select the Copy Projects check box to copy all the projects included in this multi-client invoice.
5. Click the Transaction link to open the Financial Transactions page that displays a list of all the transactions carried out in the multi-client invoice, the debit and credit information, and the accounts that were debited or credited the amounts in either a summarized or detailed view.

6. Click Back to return to the Multi Client Invoice Manager Edit page and then click the Save link to save any changes.

To post or export multi-client invoices

1. Click Financial>Multi Client Invoice Manager to open the Multi Client Invoice Manager page.
2. Select the check boxes of the invoice batch numbers that will posted and then click the Post link and the Yes button to confirm the posting of the selected multi-client invoices or click the No button to cancel the action.
3. Select the check boxes of the invoice batch numbers that will be exported to an accounting system and then click the Export link to export the selected multi-client invoices; for more information, see the appropriate accounting system connector guide.
4. Click the Back link to return to the Multi Client Invoice Manager page.