Invoicing rules (PM207000)

Search line in list window

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:
- space: the result contains the words in any order,
- %: the result contains the words in the specific order, and the % functions as a wildcard as well.
Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.

The top part

By using the elements in this area, you can specify the settings for a new rule or select an existing rule to view or modify its details.

Element	Description
Invoicing rule ID	The unique identifier of the rule.
Description	The description of the invoicing rule.
Active	A check box that you can select to make the rule available for use in projects and tasks in Visma Net.

The Left pane

In the table in the left pane, you can define the sequence of steps for the selected invoicing rule.
You then define the actual calculation rules and invoice settings for each step by using the right pane.

Element	Description
Active	A check box that indicates (if selected) that the step is performed as part of the invoicing process of the project with this invoicing rule applied.
Step ID	The identifier, which can be only a numeric value, of the step in the invoicing rule. The steps are performed in ascending order by identifier.
Description	The description of the step.
Invoice group	The identifier that is used to group the pro forma invoices generated by the steps of the invoicing rule. You can enter any symbols in this column. The lines generated by the steps of the invoicing rules of the project tasks with the same Invoice group (except for those for which the Invoice separately check box is selected on the Summary tab of the Project tasks (PM302000) window) are grouped into a single invoice. A task with the selected Invoice separately check box in the Summary tab of the Project tasks (PM302000) window is invoiced by a separate invoice.

The right pane

In the right pane, for the step selected in the left pane, you can specify the rules and calculation settings that the system will use for the process of invoicing projects.

Element	Description
Invoicing type	The data source for the project invoicing of the step. The following options are available: Time and material: The project is invoiced by the time and material spent during its implementation. As the data source for invoicing, the system uses the transactions of the Projects workspace associated with the project tasks within the invoicing period of the project. The transactions are selected by the Account group of the invoicing step they are associated with. Progress invoicing: The project is invoiced gradually by the percentage of work completion. As the data source for invoicing, the system uses invoiceable project revenue or the revenue budget lines with a non-zero Pending invoice amount listed on the Revenue budget tab of the Projects (PM301000) window. You can mix both types of steps in a single invoicing rule if needed, but we recommend that you create no more than one Progress invoicing step per invoicing rule.

Element

Description

Invoicing type

The data source for the project invoicing of the step. The following options are available:

Time and material:
The project is invoiced by the time and material spent during its implementation.
As the data source for invoicing, the system uses the transactions of the Projects workspace associated with the project tasks within the invoicing period of the project.
The transactions are selected by the Account group of the invoicing step they are associated with.
Progress invoicing:
The project is invoiced gradually by the percentage of work completion.
As the data source for invoicing, the system uses invoiceable project revenue or the revenue budget lines with a non-zero Pending invoice amount listed on the Revenue budget tab of the Projects (PM301000) window.

You can mix both types of steps in a single invoicing rule if needed, but we recommend that you create no more than one Progress invoicing step per invoicing rule.

The Transaction selection criteria section

The settings of the section define the selection criteria for the transactions of the Projects workspace used for invoicing.

This section is shown only if the selected step has the Time and material invoicing type.

Element	Description
Account group	The account group whose transactions are involved in this invoicing step.
Rate type	The rate type to be used for this step of the invoicing rule.
If @Rate is not defined	The default action to be performed on execution of the step if the value for @Rate has not been defined in the Rate table maintenance (PM206000) window. Select one of the following: Set @Rate to 1: To set @Rate to 1 Set @Rate to 0: To set @Rate to 0 Raise error: To show the error message and stop the invoicing process Do not invoice: To skip the use of the transaction for invoicing

The Invoice settings section

The settings of the section are used to create a pro forma invoice and fill it in with the invoicing data.

Element	Description
Invoice description formula	The formula to be used to generate the description for the pro forma invoice that is created during invoicing. To enter the formula, click the magnifier icon to open the Formula editor window. If multiple steps of the invoicing rule are used in the creation of a single pro forma invoice, the formula of the topmost step is used for the invoice description.
Line quantity formula	The formula for calculating the quantity of a line of the pro forma invoice. To enter the formula, click the magnifier icon to open the window. In addition to the quantities specified in the underlying transactions, you can use any other transaction parameters to calculate the quantity. If you define no formula in this field, the invoiceable quantity of the transaction will be used. This field is shown only if the step has the Time and material invoicing type.
Line amount formula	The formula for calculating the amount of a line of the pro forma invoice. To enter the formula, click the magnifier icon to open the window. In addition to the amount specified in the underlying transactions, you can use any other transaction parameters to calculate the amount. This field is shown only if the step has the Time and material invoicing type. Instead of the @Rate parameter, you can also use the @Price parameter to retrieve the effective sales price to calculate the invoicing amount.
Line description formula	The formula to be used to generate the description for a line of the pro forma invoice that is created during the invoicing. To enter the formula, click the magnifier icon to open the window.
Use destination branch from	The branch to be used for invoicing as the destination branch. The following options are available: Source transaction: The branch of the source transaction. This option is available only if the step has the Time and material invoicing type. Current branch: The current branch selected in the window title bar. This option is available only if the step has the Progress invoicing invoicing type. Invoicing rule: The branch associated with the invoicing rule, specified in the Destination branch field. Project: The branch of the project, which is defined on the Summary tab of the Projects (PM301000) window. Task: The branch of the project task, which is defined on the Summary tab of the Project tasks (PM302000) window. Customer: The branch of the customer location, which is defined on the General settings tab of the Customer locations (CR303010) window. Employee: The branch of the employee, which is defined on the General settings tab of the Employees (EP203000) window.
Use sales account from	The account to be used for invoicing as a sales account. The following options are available: Source transaction: The sales account of the source transaction. This option is available only if the step has the Time and material invoicing type. Account group: The default account of the account group of the revenue budget line, which is defined in the Account groups (PM201000) window. This option is available only if the step has the Progress invoicing invoicing type. Invoicing rule: The account associated with the invoicing rule, specified in the Sales account field. This option is available only if the step has the Time and material invoicing type. Project: The default account of the project, which is defined on the General ledger accounts tab of the Projects (PM301000) window. Task: The default account of the project task, which is defined on the Summary tab of the Project tasks (PM302000) window. Item: The sales account of the item, which is defined on the General ledger accounts tab of the Stock items (IN202500) or Non-stock items (IN202000) window. If the empty item code is selected as the stock item, the system uses the sales account of the customer location, which is defined on the General ledger accounts tab of the Customer locations (CR303010). The customer location of the project is defined on the Summary tab of the Projects (PM301000) window. Customer: The sales account of the customer, which is defined on the General ledger accounts tab of the Customers (AR303000) window. This option is available only if the step has the Time and material invoicing type. Employee: The sales account of the employee, which is defined on the Financial settings tab of the Employees (EP203000) window. This option is available only if the step has the Time and material invoicing type.
Sales subaccount mask	The subaccount mask to be used for generating sales subaccounts for invoicing. To set up the rule for selecting segment values, select a segment, press F3, and select the source of the segment value, which is one of the following options: B: The subaccount associated with the invoicing rule, specified in the Sales subaccount column. C: The sales subaccount of the customer, which is defined on the General ledger accounts tab of the Customers (AR303000) window. E: The sales subaccount of the employee, which is defined on the Financial settings tab of the Employees (EP203000) window. This option is available only if the step has the Time and material invoicing type. I: The subaccount associated with the item specified on the General ledger accounts tab of the Stock items (IN202500) or Non-stock items (IN202000) window. If the empty item code is selected as the stock item, the system uses the sales subaccount of the customer location, which is defined on the General ledger accounts tab of the Customer locations (CR303010) window. The customer location of the project is defined on the Summary tab of the Projects (PM301000) window. P: The default subaccount of the project, which is defined on the General ledger accounts tab of the Projects (PM301000) window. R: The sales subaccount of the branch, which is defined on the General ledger accounts tab of the Branches (CS102000) window. T: The default subaccount of the project task, which is defined on the Summary tab of the Project tasks (PM302000) window. For a segment, the characters designating each option are repeated as many times as there are characters in the segment. This field is available only if the Subaccounts functionalities is enabled in the Enable/disable functionalities (CS100000) window.
Destination branch	The destination branch to be used for invoicing if Invoicing rule is selected in the Use destination branch from field.
Sales account	The account to be used for invoicing if the Invoicing rule option is selected in the Use sales account from field. This option is available only if the step has the Time and material invoicing type.
Sales subaccount	The subaccount to be used for invoicing or as a source of segment values for the mask specified in the Sales subaccount field. This field is available only if the Subaccounts functionalities is enabled in the Enable/disable functionalities (CS100000) window.

The Invoicing options section

Element	Description
Copy notes and file	A check box that indicates (if selected) that the system will copy to the pro forma invoice the notes and files of the corresponding lines.
Include non-invoiceable transactions	A check box that indicates (if selected) that the system will include non-invoiceable transactions in the pro forma invoice. If this check box is not selected, the system will not include non-invoiceable transactions in the pro forma invoice. This option is available only if the step has the Time and material invoicing type.
Include transactions with zero amounts	A check box that indicates (if selected) that the system will include a line in the pro forma invoice even if the line has an amount of zero. If this check box is not selected, the system will not add lines with zero amounts to the pro forma invoice.
Include transactions with zero quantities	A check box that indicates (if selected) that the system will include a transaction in the pro forma invoice even if the transaction has a quantity of zero. If this check box is not selected, the system will not process transactions that have quantities of zero. This check box is shown only if the step has the Time and material invoicing type.

The Aggregate transactions by section

The settings of the Aggregate transactions by section define how to aggregate the transactions used for invoicing in the pro forma invoice. This section is shown only if the selected step has the Time and material invoicing type.

Element	Description
Date	A check box that you select to aggregate the transactions with the same date in a single line of the pro forma invoice that is created during the invoicing.
Employee	A check box that you select to aggregate the transactions with the same employee in a single line of the pro forma invoice that is created during the invoicing.
Supplier	A check box that you select to aggregate the transactions with the same supplier in a single line of the pro forma invoice that is created during the invoicing.
Item ID	A check box that you select to aggregate the transactions with the same item in a single line of the pro forma invoice that is created during the invoicing.