Enter a manual time & material invoice by copying an existing invoice and automatically generate an invoice number

Note: You cannot copy from an existing invoice once billing lines have been created for the new invoice.
  1. Open the Enter Manual Time & Material Invoice screen.
  2. Note the active company. If you want to change it, click in the header and select the appropriate company.

In the Create Invoice For field, click and select the entity for which the invoice will be created.

  • Project

  • Customer

  1. If you selected to create the invoice for a project, in the Project field, do one of the following:

    • Enter the code of the project for the manual time & material invoice.

    • Click to select the project for the manual time & material 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.
  2. In the Billing Format field, do one of the following:

    • Enter the code of the billing format for the manual time & material invoice.

    • Click to select the billing format for the manual time & material invoice from a Lookup List.

  3. In the Customer field, do one of the following:

    • Enter the code of the customer for the manual time & material invoice.

    • Click to select the customer for the manual time & material invoice from a Lookup List.

  4. Select the Generate New Number checkbox. ProContractor automatically generates and assigns the next accounts receivable invoice number.
    Note: You can set the next generated accounts receivable invoice number for the company on the Company screen.
  5. In the Invoice Through Date field, enter the date through which the customer is to be billed or click to select the date from a Date Picker.
  6. Press Tab.
  7. Click Copy from Invoice.

In the Type field, click to select the type of invoice you want to copy.

  • Template Project Invoice - You can copy any manual time and material invoice created for a template project.

  • Voided Invoice - You can only copy voided invoices for the project selected on the invoice header.

  • Project Invoice - You can copy any manual time and material invoice from any project.

  1. In the Project field, do one of the following:

    • Enter the code of the project for the invoice you want to copy.

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

  2. In the Invoice field, do one of the following:

    • Enter the code of the invoice you want to copy.

    • Click to select the invoice you want to copy from a Lookup List.

  3. Select the Copy Invoice Description checkbox to copy the invoice description to the new invoice. Deselect the checkbox if you don't want to copy the invoice description to the new invoice.
  4. In the Copy Billing Lines area, select the option to determine whether to copy the billing amounts to the new invoice.
  5. Click OK.
  6. Complete the fields as described on the Enter Manual Time & Material Invoice Screen Field Reference.
  7. 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.
  8. 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.
Note: When you save the invoice, ProContractor checks to ensure that the invoice number has not already been used. If the number has been used, a new invoice number is automatically generated and assigned during the save process, based on the next number in the accounts receivable numbering sequence. For example, suppose that invoice number 403 is automatically generated and assigned to a time & material invoice, but before saving the invoice, a customer invoice is assigned the same number and is saved. In this situation, when you save the time & material invoice, will automatically generate and assign invoice number 404.