Invoicing

• 1: Pryme Matters Setup
• 2: Combined Draft PDF
• 3: Invoice Description Synchronization
• 4: Matters to Invoice
• 5: Invoice Creation
• 6: Invoice Review
• 7: Invoice Approval
• 8: Draft Invoices List
• 9: Invoicing Instructions
• 10: Prorated price adjustment

1 - Pryme Matters Setup

pryme Matters Setup

pryme Matters Setup regulates the Invoicing processes of review and approval and specifies also the combining of the documents for the draft invoice and draft specification.

Invoicing

• Enable Invoice Review - activates the invoice review process

• Invoice Reviewer - specifies the person responsible for reviewing invoices. If left empty, it is updated from the invoice.

• Enable Invoice Approver - activates the invoice approval process.

• Invoice Approver - specifies the person responsible for approving invoicing. If left empty, it is updated from the invoice.

• Combine Invoice PFDs - activates the combined PDF feature, for Sales Invoices (Sales Invoice + Specification).

• Azure Function Endpoint - the Azure end point for the combined PDF feature. If empty, it will use the default end point specified by pryme.

• Function Key - Specifies the Function Key for the combined PDF feature. If empty, it will use the default end point specified by pryme

2 - Combined Draft PDF

Combined Draft PDF

When an invoice is created from Matters to Invoice, a PDF file of the invoice and specification must be created. Now it is possible to create a combined PDF document, with the invoice first and the specification after, if specification is set for the matter. An Azure Function is used to combined the PDFs.

Complete Setup for the Matter

• For the Draft Inv. Specification to be printed, complete the Invoice Specification Setup field on the Matter where it needs to be enabled.
• If empty on the matter, please update the Invoice Specification Setup field on the Sales Invoice.

Set Specification for Sales Invoice

• To activate printing the draft invoice specification after the draft invoice, choose the 🔎 icon, enter Report Selections - Sales , and then choose the related link.
• Change usage to Draft Invoice.
• After the draft invoice, set the second report to be printed Draft Invoice Spec. (Report 14046454).

Activate Combined PDFs on pryme Matters Setup

• To enable the PDF combining feature, choose the 🔎 icon, enter pryme Matters Setup , and choose the related link.
• Turn on Combine Invoice PDFs option to combine the documents specified on Report Selections - Sales for Draft Invoices.
• Fill in the Azure Function Endpoint with the endpoint for the combined PDF feature. If this field is left empty, the default endpoint specified by pryme will be used.
• Enter the Function Key corresponding to the Azure Function Endpoint. This field can be left empty if the Azure Function Endpoint is also empty. In such cases, the default function key specified by pryme will be used.

Draft PDf on Matters to Invoice

• The column Draft PDF on the list shows if there are any PDF(s) created.
• If there is one, the file name is shown. If clicked, it will download/open the document.
• If there is more than one document, then it is shown as multiple(#). If clicked, it will open a list with the files.
• The Draft PDF column is updated when documents are posted or deleted.

Combined draft PDF on Sales Invoice

To create and download the combined draft PDF from the Sales Invoice go to actions Print/Send -> Combined draft PDF.

3 - Invoice Description Synchronization

Small corrections are often made to the descriptions on invoices used for the specification. Previously, these changes were lost if the invoice was deleted. Now, description changes made on invoice lines can automatically update the descriptions on the corresponding originating entries being invoiced.

• When a user modifies the description (or extended description, if applicable) on an invoice line, the system automatically updates the description (or extended description) on the originating entry being invoiced.

• In scenarios involving split invoicing, if a user modifies the description (or extended description) on one sales line, the system ensures that all other sales lines with the same origin are updated as well. This guarantees consistency across all related invoices.

Activate Invoice Description Synchronization

• To activate description synchronization, choose the 🔎 icon, enter Progressus Project Setup , and then choose the related link.
• Under Invoicing tab -> activate Sync. Description from Sales Lines.

4 - Matters to Invoice

Matters to Invoice

The Matters to Invoice list has been improved with a date filter “Invoice Until” on the header, where the default value is the current working date. All totals will be filtered to include only entries up until the set date. Other fields are as follows:

• Invoicing Status- specifies the status of the invoicing process for the specified matter.
• Acc. to Invoice (LCY) - specifies the accumulated amount to invoice specified by the date filter
• Create documents - if marked, autocreates a sales document for the matter.
• Document Queue Status - shows the status of the document auto-creation process.
• Documents - if there is one (the common case) then the document number is shown. The drill-down opens the document(s).

If there is more than one document, then the text multiple (#) is shown and opens a list with the documents.

• Draft Invoice - downloads and shows the documents that have been created. It could be just the sales documents, or the combined ones, depending on how they’re specified in the pryme Matters Setup, and the Report Selection - Sales for Draft Invoices.

Posted Documents Factbox

The Posted Documents Factbox displays a list of the last 5 posted invoices or credit memos related to the matter. A document is considered related if at least one line is associated with the matter.

• This Factbox provides essential details such as document numbers, posting dates, and total amounts for each posted document.
• It offers a quick overview of recent invoicing activity related to the matter, ensuring easy access to important document information.

Invoicing Details Factbox

The Invoicing Details Factbox provides key information related to the invoicing process and the associated matter. It includes details such as contract information, responsible parties, billing cycles, and financial amounts. Additionally, it offers insights into time entries, client funds, and discounts, along with the relevant currency and split information.

• You can drill down for more details, including time entries and financial breakdowns.
• This Factbox ensures that all necessary invoicing information is easily accessible and provides a comprehensive overview of the invoicing details for the matter.

5 - Invoice Creation

Invoice Creation - General FastTab

The General FastTab in Invoice Creation provides general information about the project being viewed:

• Sell-to Name: Specifies the name of the customer who you are selling the product.
• Invoicing Responsible: Specifies the resource which is responsible for the invoicing.
• Invoicing Status: Specifies at what point the status of invoicing the project is.
• Amount on Sales Doc. (LCY): Specifies the amount on open sales documents, in local currency.
• Acc. To Invoice (LCY): Specifies the amount to be invoiced, excluding lines already on open sales documents. The amount is shown in local currency.

For more information regarding the Invoice Suggestion Lines FastTab, please consult the following link.

Resource Hours FactBox

Resource Hours FactBox provides a detailed summary of the hours worked on a project, categorized by each resource. The Total line at the top displays the cumulative hours worked by all resources on the project. The columns include the following details:

• Resource No.: identifies the resource that has performed the hours.
• Hours to Invoice and Amount to Invoice: indicate respectively the total remaining hours and amount, pending for invoicing for the specified resource.
• Hours and Amount: show the remaining hours and corresponding amount for the specified resource.

Invoice Creation Contract List

When multiple matters are combined into a contract, it is desirable to review entries from all the matters in one place before creating the invoice.

The new Invoice Creation Contract List can be used to find all contracts and show the invoicing data similar to Invoice Creation, but with combined details for all matters on the contract.

Invoice Creation List can be accessed from the Role Center, under Invoice Creation part, or the Invoice Creation - Contract from the Contracts -> Billing -> Invoice Creation.

Invoice Creation - Contract

The General FastTab in Invoice Creation - Contract provides general information such as the one in Invoice Creation, but at a contract level.

Invoicing Status is updated on creation, deletion and posting of invoices from contracts. The individual matters are updated just as before.

For more information regarding the Invoice Suggestion Lines FastTab, please consult the following link.

Invoicing Instructions

Invoice Instructions are now extended to cover contracts too, and they are accessible from the below pages:

• Invoice Creation - Contract
• Contract Card
• Contract Plan

Invoicing Status and Invoicing Responsible

Invoicing Status and Invoicing Responsible are now on the contract level too, which makes it possible to manage the invoice creation process from the following pages:

• Invoice Creation - Contract
• Contract Card
• Contract Plan

6 - Invoice Review

The invoice review process is simplified by allowing the assignment of a designated reviewer for each sales invoice. The designated reviewer receives an email with the draft invoice in PDF format and option to approve, reject or perform an more in-depth review.

Enable Invoice Review

• To enable Invoice Review feature choose the 🔎 icon, enter pryme Matters Setup , and choose the related link.
• Enable Invoice Review to activate the review process.
• Specify an Invoice Reviewer to receive the review e-mail by selecting one of the following: Matter Responsible, Client Responsible, or Invoicing Responsible. If this field is left empty, the Invoice Reviewer can be selected directly from the Sales Invoice.

Enable Email Notifications for Invoice Review

• To enable email notifications, select the 🔎 icon, enter Email Scenario Assignment, and choose the related link.
• Under the general account that will send the emails, select the Assign scenarios action and choose Invoice Review/Approval.

Request Review

• To send an invoice for review, navigate to the Sales Invoice, then select Approve → Request Review.
• If the Invoice Reviewer field is empty, the user will be prompted to choose a reviewer, such as the Matter Responsible, Client Responsible, Invoicing Responsible, or another resource.
• Once the reviewer is selected, an email is sent to the assigned reviewer.
• The Approval Status on the Sales Invoice is updated to Review Pending
• The email includes details about the invoice, a PDF attachment of the draft invoice and specification, and links to approve, reject, or review the invoice in more detail.
• If the invoice is approved, the Approval Status is updated to Review Approved. If rejected, it changes to Review Rejected, and a window will open to log a rejection comment.

Review/Approval Log

• The Review/Approval Log is updated each time the status changes during the review and approval processes.
• The log captures details of all status changes, including the person who sent the invoice for review/approval, the date and time of the action, and any comments added during rejection.
• The Review/Approval Log is saved and can be accessed from the posted invoices.
• You can view the log from the Matter too.

7 - Invoice Approval

The review and approval are two distinct phases. Review is done to ensure the invoice is correct before sending it for approval. Review is optional. Approval is a final step which is required to allow posting.

Enable Invoice Approval

• To enable the Invoice Approval feature, choose the 🔎 icon, enter pryme Matters Setup, and choose the related link.
• Toggle Enable Invoice Approval to activate the approval process.
• Specify an Invoice Approver to receive the approval email by selecting one of the following: Matter Responsible, Client Responsible, or Invoicing Responsible. If this field is left empty, the Invoice Approver can be selected directly from the Sales Invoice.

Enable Email Notifications for Invoice Approval

• To enable email notifications, select the 🔎 icon, enter Email Scenario Assignment, and choose the related link.
• Under the general account that will send the emails, select the Assign Scenarios action and choose Invoice Approval.

Request Approval

• To send an invoice for approval, navigate to the Sales Invoice, then select Approve → Request Approval.
• If the Invoice Approver field is empty, the user will be prompted to choose an approver, such as the Matter Responsible, Client Responsible, Invoicing Responsible, or another resource.
• Once the approver is selected, an email is sent to the assigned approver.
• The Approval Status on the Sales Invoice is updated to Approval Pending. The Status on the Sales Invoice is updated to Pending Approval which does not allow for further modifications on the invoice.
• The email includes details about the invoice, a PDF attachment of the draft invoice and specification, and links to approve, reject, or review the invoice in more detail.
• If the invoice is approved, the Approval Status is updated to Approved. If rejected, it changes to Approval Rejected, and a window will open to log a rejection comment.- If the approval is rejected, you can Reopen the invoice to make the necessary adjustments and resubmit it for approval.

Review/Approval Log

• The Review/Approval Log is updated each time the status changes during the review and approval processes.
• The log captures details of all status changes, including the person who sent the invoice for review/approval, the date and time of the action, and any comments added during rejection.
• The Review/Approval Log is saved and can be accessed from the posted invoices.
• You can view the log from the Matter too.

8 - Draft Invoices List

Draft Invoices List offers a new, simplified view, tailored to the needs of the matter or client responsible will make reviews/approvals faster. It offers different views, for the invoices that are In Process, Rejected or Approved.

Draft Invoices List

• The Draft Invoices List displays invoices filtered for the assigned user.
• It provides simplified actions for the Review and Approval processes.
• It includes access to the Review/Approval Log table.

Invoice Review Page

The Invoice Review page can be accessed from the Draft Invoices List. It is similar to the regular Sales Invoice page but is designed specifically for review by the matter, client, or invoicing responsible parties.

• The General fast tab displays basic information, such as the customer name, contact details, manager, and invoicing responsible. It also includes details about the reviewer, approver, and approval status.
• The Lines fast tab shows the sales lines. These lines are displayed in a multi-level format, including both the grouped lines that will appear on the printed sales invoice and the underlying lines.
• The Excluded Lines section lists the lines from the invoice creation that were not included in the invoice.
• The page is primarily read-only, with a few exceptions:
  • Lines can be modified (description, quantity, price).
  • Prorated adjustments can be made.
  • The approval status can be updated.
  • Options are available to approve or reject the invoice.
  • An action to create or download the draft PDF is provided.

9 - Invoicing Instructions

When creating and adjusting invoices, there can be instructions about how the invoice should be created. Such as: what to include, discounts and pricing and other special instructions. The instructions can be short or quite long (half a page). The instructions can be either general to all matters related to a client or they can be specific to a matter. Some instructions will be permanent and apply to all invoice, others will only apply to the next invoice.

Invoicing Instructions can be created from Matter List/Matter Card, Customer List/Customer Card, Invoice Creation and Sales Documents. Instructions created from the project or client, are marked as such. New instructions created directly on the invoicing suggestion page are marked as being created for the projects, not the client. Each invoicing instruction is marked with information about whether it is a one off instruction, or is it a permanent instruction. One off instructions are to be deleted when the invoice they are used on is posted.

Invoicing Instructions on Invoice Creation

• Choose the 🔎 icon, enter Invoice Creation List and open the page.
• Go to Actions -> Related Information -> Invoicing Instructions.
• You can view invoicing instructions created from the matter or the client.
• If you want the instructions to be permanent, mark Keep.
• It is possible to add as many instructions as needed.

The process to access and create Invoicing instructions is the same from all the mentioned pages.

Invoicing Instructions

Invoicing Instructions are now accessible from posted sales invoices, in addition to when creating or adjusting invoices. These instructions contain important details such as pricing, discounts, and special requirements. They may be either general or specific to a matter or client and can be marked as either permanent or one-time.

• You can view the Invoicing Instructions on posted sales invoices.
• However, these instructions are no longer editable from the posted sales invoice.

Invoicing Instructions Factbox

With a factbox, it is easily to see if there are any invoicing instructions. The factbox is available in Invoice Creation, Sales Invoice and Sales Credit Memo pages. The full list of the instructions, including details can be opened from the factbox.

10 - Prorated price adjustment

When you need to adjust the pricing on a matter invoice prorated per resource, you can use the Prorated Price Adjustment feature. This feature allows you to adjust the price of a resource on a matter invoice as a certain percentage per resource or for all resources.

Using prorated price adjustments

On a sales invoice for a matter, choose the Adjust prices prorated action in the Actions menu. The Prorated Price Adjustment page opens.

The price adjustment is calculated as a percentage of the original price. The percentage can be set for all resources or for a specific resource.

You can use either the percentage field or the amount field to set the adjustment. The amount field will calculate the percentage based on the original price of the resource, or vice versa.

The adjustment will be applied when the page is closed.