Training: BIL-002 – Editing Billing Approvals

Overview:

Billing Approvals are the first stage of the billing process.

There are many reasons why you might need to edit a Billing Approval. It might be that you need to add a Purchase Order number. The Total might be wrong. The client name might be incorrect etc.

You are able to change everything on a Billing Approval. However, once it becomes an Invoice it is locked and you can not change it at all.

This video explains how to remove items from a Billing Approval

 

Editing a Billing Approval

Typically many customers are happy with a single line invoice, showing the total. Especially if accompanied by the original Bid that contains all the details with a matching total.

In this instance you can opt to send an Interim Billing Approval. You may sometimes be required to send your client an invoice that show a list of the specific items it includes and their exact rates. In this case you will need to create a Billing Approval and manually assign the Costed line items to it.

Editing the header information on a Billing Approval

From the Project Summary tab click the ID of the Billing Approval. This will automatically select the Client Billing tab and open the Approval for editing.

From here you can fields such as the Client, Contact, Purchase Order number, title and various other information which will appear on the final invoice.

You can also set the currency of the transaction to something other than the Project default currency (You must configure the software’s exchange rate data).

To add specific Line Items to a Billing Approval:

  1. Open up the Project ‘Client Billing’ tab.
  2. Click the ‘Not Allocated To Accounts Transaction’ link. As the caption suggests this will display all of costings from Costed jobs that have not yet been allocated to an Invoice or Billing Approval.
  3. Use the checkbox next to each line item to select the rows you want to add to your Billing Approval.
  4. Using the drop down from above the list, choose the ID of the Billing Approval that you want to assign the items to.
  5. Click the Apply button to move all the selected items in to the chosen Billing Approval.

To remove Line Items from a Billing Approval:

  1. Open up the Project ‘Client Billing’ tab.
  2. Click on the ID of the Billing Approval in the ‘Approvals’ section on the left-hand side of the page. This will display the Job costs that are allocated to the transaction in the panel on the right under the caption ‘Job Costings’.
  3. Each costing row has a check box in the left hand cell. These checkboxes can be used to remove costs from the transaction.
  4. Simply check the rows you would like to remove, then using the ‘Add To Transaction’ tool bar, select 0 and click the ‘Apply’ button and the costing rows will be un-allocated.