Self Billing Clients & Payment Applications
If a client is self billing, you will need to tick the self billing checkbox under the Invoicing tab on the client profile. Where a client is self billing, the client manager will need to provide an invoice number upon approval and the client will need to provide their own invoice to be uploaded into InTime. Where the client is not self billing, the InTime invoice number range will be applied and an InTime invoice will be generated automatically.
An invoice number will only be required to be entered upon authorisation and generation of an invoice where the client is self bill. Otherwise, the client self bill number range within InTime will be used.
Invoicing a Payment Application
Once a payment application has been approved, an invoice can be raised against it. Go to Sales > Search Payment Applications and search for the application. Click on Edit.
Click on Generate Invoice to proceed. The invoice number field will be populated automatically with the number entered on approval unless blank. If multiple payment applications are included in a single invoice, the first selected invoice number and client invoicing terms/consolidation settings will be used.
Additional payment applications can be added to the invoice if required by clicking on Add More. Only payment applications for the same client will be available to add to the invoice. To add a payment application, select the item and click Add Selected Items. Payment applications can be added until the invoice is Accepted.
Once the details are complete, you can upload a client invoice by clicking on Upload. When the invoice is uploaded and saved, the option to Accept will become available.
Crediting a Payment Application Invoice
Crediting invoices for payment applications is done in the same way as normal invoices. When crediting, all timesheets against the same payment application must be selected. You may partially credit an invoice but you cannot partially credit a payment application.
Once an invoice had been credited, the payment application(s) can be reverted to draft to add or remove timesheets and re-approved. Alternatively the credited payment application can be added to a new invoice.