Create a ready to post invoice and automatically generate an invoice number based on sequential AR invoice numbering

You can automatically generate an invoice number based on sequential AR invoice numbering 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. 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.
  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.
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 contract invoice, but before saving the invoice, a customer invoice is assigned the same number and is saved. In this situation, when you save the contract invoice, ProContractor will automatically generate and assign invoice number 404.