Create a ready to post invoice and manually assign an invoice number

You can manually assign an invoice number only if the Use Sequential Numbering for all AR Invoices checkbox is selected on the Company screen.

  1. Open the Enter Contract Invoice screen.
  2. Note the active company. If you want to change it, click in the header and select the appropriate company.
  3. In the Project field, do one of the following:

    • Enter the code of the project for the invoice.

    • Click to select the project for the invoice from a Lookup List.

    • Tip: You can set this field to default to the most recently used project. See the Remember Last Project field on the Users screen or User Groups screen for details.
  4. If the selected project has a single billing format, the Billing Format field is disabled and the project's billing format is selected. If the selected project has multiple billing formats, the Billing Format field is enabled. In the Billing Format field, do one of the following:

    • Enter the code of the billing format for the invoice.

    • Click to select the billing format for the invoice from a Lookup List.

  5. If the selected project has a single billing format, the Customer field is disabled and the customer for the project's billing format is selected. If the selected project has multiple billing formats, the Customer field is enabled. In the Customer field, do one of the following:

    • Enter the code of the customer for the invoice.

    • Click to select the customer for the invoice from a Lookup List.

      Note: Based on the number of invoices already created for the combination of company, project, billing format, and customer, an application number is automatically generated.
  6. In the Invoice Number field, enter a code of up to eight alphanumeric characters to identify the invoice.
    Note: Alphanumeric characters include the letters A through Z, the numerals 0 through 9, and all special characters except comma, dash, period, percent, tilde, and single quote. In addition, the code cannot begin or end with a space.
  7. Complete the fields as described on the Enter Contract Invoice Screen Field Reference
  8. In the On Save of Document section, select from the following options to specify the actions to perform when you save the document:
    • Select the Create PDF checkbox to create a PDF file from the document form.
    • Select the View checkbox to view the PDF file.
    • Select the Print checkbox to print the PDF file.
    • Select the E-mail checkbox to attach the PDF file to an email.
    Note: Be aware of the following requirements when working with documents and attachments:
    • The Create PDF checkbox and at least one other checkbox must be selected.
    • You must have MAPI-compliant e-mail software—such as Microsoft Outlook—installed on your computer to send an email message with an attachment. Contacts with a value for the E-mail As field are included as addressees on the email.
    • You must have the software required to open a PDF file—such as Adobe Reader—installed on your computer to be able to view it.
  9. Click Save as Ready to Post.
    Note: If the Lien Management Review Required checkbox for this screen is selected on the Lien Management Settings screen, you must view the Lien Releases tab before saving the entry.