The 'Convert to Invoices' feature allows you to select multiple invoiceables from the various sections of the progress payment sub-tab, choose specific dollar values or percentages to charge for each invoiceable, and then create a single or multiple invoice(s), or credit note(s), for them.
NOTE: Only accepted variations are able to be selected in this method.
How to use the 'Convert to Invoices' button to create a Single or Multiple Invoice(s) and Credit Note(s)
To use the 'Convert to Invoices' button to create a Single or Multiple Invoice(s) and Credit Note(s), you go to the project's 'Progress Payment' sub-tab:
- You select the lines you want to charge out - from any of the payment sections
- And click the 'Convert to Invoices' button
This will open the 'Convert to Invoice' pop-up - Set the Due Date as normal
- Select the lines you would like to invoice - via the line checkboxes
- Enter the specific dollar value or percentage of each line value to be invoiced
NOTE: Rather than invoicing the full value or 100% for the three lines, in this example, we can choose a specific percentage to charge for each line i.e. another dollar value or 25%, 5%, and 50%. If the % value is selected, the 'To be Invoiced' column lines will automatically update the Invoice Amount total. - Tick the 'Send as single invoice' tick box if required
The 'Send as single invoice' tick box allows you to combine the selected lines into a single invoice. It will list each selected line, with each to be invoiced total, create one invoice with the total invoice amount - being the sum of each 'to be invoiced' line totals.
If you leave the 'Send as single invoice' tick box unchecked, it will take the three selected lines, and generate three different invoices.
- Once you've made your selections on the 'Convert to Invoices' pop-up, select the 'Approve Invoice' button to confirm.
This will create the invoice(s) or credit note(s), notify your accounts team to take action, and if you are connected to Xero, this will push the invoice(s) or credit note(s) to Xero also.
The Progress Payment page will update, displaying the invoice number in the Invoices column, with the Date Invoiced and Invoiced to Date columns populated - the Balance column will also be updated with the remaining balance to be invoiced.
Moving over to the 'Invoices Out' sub-tab, you'll see that there have been multiple categories selected for this invoice. Clicking on the Invoice Number (from the reference column) to open the invoice.
Scrolling down to the Line Items section of the invoice we can see the detailed invoice break down. Listing each line detail that makes up the invoice total, and specifically the charged category via the Category column - this enables us to populate our RAVE FMS Charge Up Report.
For more information on our RAVE FMS Charge Up Report access this FAQ here.
