Billing and Invoicing
Invoices for projects or clients can easily be changed to make them appropriate for your businesses. You can invoice a project in full or any part of a project or phase. The invoice is manually created for a single project or automatically for a group of projects. Any accounting or reporting requirements are automatically applied.
The layout of the invoices and view of the totals are flexible. It is also possible to amend the invoices to show all service details or fixed sum invoices, as well as discounts, expenses etc.
Essentially all staff or project managers who have the appropriate authority are able to generate invoices. Depending upon the individual organisations, the responsibility can fall to specific departments for the issuing and control of invoices. There are various ways that this can be controlled through the use of “Draft Invoices” which can be modified prior to release to a customer or client.
A new account can easily be created by clicking on a project, or automatically from a list of projects. In the example, you can see the invoice summary where all relevant information is summarised. At this stage you can also make amendments to fixed price values, discounts and expenses.
Detailed view for individual amendments
In one case amendments can be made on the total sum (see below). While in another case, single changes can be made to individual detailed lines for services, expenses, purchases etc. All original figures are kept making sure that no data is lost for the purposes of costings All amendments can be reversed.
Amendments to the Total Amount
Hidden amendments (changes in costs) are possible on the entire invoice, if necessary.
Clearing of phases
When a project is split into multiple phases, these phases can be selected for charging. In this situation only the selected phases will be invoiced.
Invoices for different purposes are possible. Word printouts can be easily amended as normal Word templates (*.dot files)
Posting an Invoice
When a final invoice has been created (or draft invoice approved), it can be posted in the company’s books of account, (this is subject to an interface between Vertec and the company’s accounting system. In the example you an see the final booking. Otherwise, a report can be produced for the accounting entry to be made manually in the books of account.