Knowledge Base

Selecting Jobs to be Invoiced (left panel)

1.      Filter to the preferred date range or Customer Name and select Search.

NOTE:  Bypassing the filters and selecting Search will yield all invoices requiring processing.

2.      Choose one of the following to process the invoices:

a.       Select the check box at the top right to select all.

b.      Select the check box to the right of the parent account totals to select all associated accounts.

c.       Select the check box to the right of the individual job/activity.

1.      Review the total amount vs selected amount to be invoiced.

2.      Enter message to be displayed with invoice (optional).

3.      Enter period end date.

4.      Enter due date.

5.      Enter posted date (defaults to current date).

6.      Indicate if invoice should be emailed to Client from WFOS.

7.      Indicate if invoices should be sent to QuickBooks (requires QB integration).

8.      Indicate one of the following to determine how invoices are delivered:

a.       Invoice each Client (Parent/Bill To) Account

b.      Invoice each Job

c.       Invoice Each Child Account

9.      Select Create Invoice (will display number of invoices to be created).

1.      From the Financials menu, select Invoicing and then the Invoices tab.

2.      Enter the Parent/Bill To account name or invoice number to be reviewed (optional).

3.      Select invoice status: Paid or Unpaid (required).

4.      Filter preferred data to narrow down search and select Search.

5.      Select the print or excel icon to review.

1.      From the Financials menu, select Invoicing and then the Invoices tab

2.      Enter the invoice number to be adjusted, or check the Unpaid invoice status, enter preferred filter options, and select Search.

3.      Locate the job/activity to be adjusted

4.      For Paid Invoices that need a revised invoice:

a.       Locate the job/activity and select theReverse arrow.

b.      Select Unapply Payment.

c.       Select OK when prompted to confirm reverse option.

NOTE:  Activity must be approved prior to adding to an invoice.

1.      From the Invoiced Activities tab, you can review the activities already assigned to the invoice.

Select the Delete icon to remove an activity from the invoice, which will then be placed in the Add Activities tab for future invoicing, or

Select theEdit icon and navigate to the Add Activities tab.

2.      From the Add Activities tab, you can review approved activities waiting to be invoiced.

Select the approved activity to be added and select Save.  The activity will now appear under the Invoiced Activities tab for review.

3.      From the Internal Notes tab, you can add notes accordingly.

4.      From the Audit tab, you can review the history of the invoice process.

5.      From the Email Log tab, you can review emailed invoice deliveries.

6.      From the left-side panel, you may update your invoice message, period end date, due date, & posted date, and then email/download the revised invoice accordingly.

From the Job Request

1.      Locate the job request and navigate to the Actuals tab.

2.      Select the remove invoice request icon.

3.      Select OK to confirm you want to void the check request.

4.      Make adjustments from the Actual tab and reprocess the payroll when ready.

NOTES:  

If payment has been received, a reverse of payment from the Financial menu is required before the invoice can be voided.

If payments are tracked separately from the WFOS platform, you may want to consider automatically indicating all invoices as paid upon creation of invoice.  This can be completed from the Maintain Company under General Settings by selecting YES for “Automatically mark invoice as paid.”

1.      From the Financials menu, select Invoicing and then the Invoices tab.

2.      Enter the invoice number or imply the filters to locate the invoice to be adjusted for payment.

3.      Select the line item(s) to apply payment to.

4.      Select RECEIVE PAYMENT.

Unapplying a Payment