The following information provides details on the options and settings available on the Manual Invoice screen.
Key Fields
Project ID:
Select the Project ID for creating and processing the manual invoice.
Select from a list of available projects by clicking 
.
Filters:
Click to control what projects display in the Project drop-down list.
Filters (On/Off):
Turns on or off all filters. Check this option to apply filters to the drop-downs.
Billing Address:
This field is automatically filled when you select a project from the Project ID drop-down. The name and address of the client associated with the project is displayed. You can click on the Billing Address link to change the billing address in the Change Client Address screen. It then accordingly updates the Client profile.
Invoice Date:
The invoice date. Today's date is the default. The date can be changed using the drop-downs, the arrow keys or keyboard or use the -- (Previous Day), ++ (Next Day) links to increment or decrement the date by one day or Today to select the current date.
Invoice Number:
The invoice number is filled based on the Last Invoice Number specified in Global Settings or entered manually. You can, however, change the invoice number and use numeric or alphanumeric characters. The incremental part should be placed in curly {} braces.
Build
You can create manual invoice using the information from an existing estimate, budget, invoice or Billing Schedule.
Budget:
You can use a budget as the basis of a manual invoice. The service and expense items of the selected budget are retrieved. Manual Invoice screen enables you to create an invoice for a project based on it. Select the budget from the drop-down list. Its data can be edited as needed.
Estimate:
You can use an estimate as the basis of a manual invoice. The service and expense items of the selected estimate are retrieved. Manual Invoice screen enables you to create an invoice for a project based on it. Select the estimate from the drop-down list. Its data can be edited as needed.
Previous Invoice:
A manual invoice can be based on a previous manual invoice and then edited (date, items, etc.). Any previous manual invoice created for the project can be selected for review. If you select a project from the Project ID drop-down, then the Invoice drop-down shows all the manual invoices belonging to the selected project.
Billing Schedule:
You can use the billing schedule record to create a manual invoice for a project. The unbilled billing records associated with a specific project carries forward from the Billing Schedule screen. Depending on the project selected in the Project drop-down, you will see the bill number of its associated billing records only, in the Billing Schedule field. Choose one from the drop-down and view its details in the grid.
Or From Time and Expense Items:
You can create manual invoice using the time and expense information of the selected project as well.
Period From/ To:
You can pick a date range for manual billing. Based on the date range specified here, the Manual Invoice grid fills with the time and expense entries of the selected project. Click the arrow, a drop-down calendar appears that can be used to select the date.
Refresh:
Based on the data entered, the Manual Invoice grid fills with the time and expense entries after you click the Refresh button.
Show Dates:
If checked, it shows the date of the time and expense entries associated with the invoice in the grid.
Show Non-Billable:
If selected, it also shows the non-billable time and expense entries with zero amounts.
Group:
Selected, will merge the records with similar service and expense item. The records whose Item field matches, are clubbed into one record. The size of the grid shrinks and its easier for you to view the details of an invoice. Unchecked, will show all the records individually.
Manual Invoice Grid
The grid holds the project activity and expenses being billed to the client.
Click 
against the relevant record to change the entry in the grid. Click 
to delete the selected record. Click 
to add and save the new record.
Item:
This field displays the ID of the expense and activity item that the invoice is being made on. When an activity code or an expense code is chosen, the description and rate fields are automatically filled. Type the alphabet, for example, A to list items starting with A and so on.
Description:
This field displays the description of the service/activity or expense being billed to the client. This is like a memo field and thus supports long text. The description will also display the date of the time or expense entries if the Show Dates option has been checked while loading time and expense data.
Units:
The number of units of the item that is being invoiced. These could be the number of hours worked or expense units incurred depending on the type of item being invoiced. If you skip the units and just enter the rate and amount, Web Suite reverse calculates the units for you.
Rate:
The default cost rate for the activity/expense item recorded. If you skip the rate and just enter the units and amount, Web Suite reverse calculates the rate for you.
Amount:
This field displays the amount charged for the service or expense without taxes or discounts. In case of an estimate or a budget, it gets retrieved from the respective screens.
% Done:
This value gets retrieved from the estimate or budget that has been loaded to create an invoice. This column shows the percentage of estimate or budget used up for the service or expense item.
Tax %:
This field displays the tax assessed to this charge.
Total:
Total amount for the item. Item Total = Item Amount x %Done + (Tax Percentage x %Done).
Summary Fields
Subtotal:
The total sum of charges for all services provided, excluding the tax amount. This field is not editable.
(+)Tax:
The sum of all tax amounts for this invoice.
(+)Misc Amount:
Any miscellaneous charges for the invoice should be entered here.
(-)Discount:
Enter any discount amount to be applied to this invoice. The discount is taken after taxes.
(-)Retainer:
Enter any retainer amount to be applied to the manual invoice. The invoice due amount gets reduced by this value.
(+)Fixed Fee:
Displays the amount charged as fixed fee for the selected project.
Project Retainer:
Shows the available Project Retainer for the selected project. You can apply this retainer to the invoice.
Client Retainer:
Shows the available retainer of the client related with the selected project. You can apply this retainer to the invoice if the project retainer is exhausted.
Service Amount:
The service labor amount to be billed on the invoice. The Service Amount does not include the Tax 1, 2 and 3 amounts of the time entries.
Expense Amount:
The expense amount to be billed on the invoice. It is the billable expense logged to the project and is a sum of the Expense Amounts recorded to the project that fall within the date range specified and are billable, unbilled and approved. The amount includes neither the expense Tax 1/2/3 amounts nor the Main Expense Tax.
Retainage:
This value depicts what portion of the net bill amount will remain with-held by the client of the selected project.
MST:
Main Service Tax amount associated with the selected project.
MET:
Main Expense Tax amount associated with the selected project.
Total:
The total of all charges, taxes and discounts. This is the amount due of the invoice and is non-editable.
Invoice Total = Subtotal + Tax + Misc Amount - Discount - Retainer.
Paid Today:
Enter the payment amount already received. When the invoice is processed, a payment for this amount will automatically be entered in your database. Clicking on the link opens the Payment Detail screen where details of the payment made against this invoice can be recorded.
Amount Due:
The invoice amount that is due from the client. It is the Total minus Paid Today amount. This balance due will be displayed on the invoice; however, the total amount is what is recorded as the invoice amount.
Memo:
You can add an unlimited length
memo to the manual invoice. Time and date stamp can also be added when
you click 
.
Help:
Opens the Web Suite Help in the Manual Invoice section.
Preview:
Select the invoice number from the drop-down. Then, click the button to view the invoice.
Options:
Click to show the following options:
Process and Preview:
Generate a preview of the manual invoice. Preview displays full screen representations of the invoice. When ready, you can print the invoices, email them to clients, generate PDF files, or any combination of these options.
Field Chooser:
Select this option to add or remove columns from the Manual Invoice grid.
Journal:
Opens the Project Journal screen wherein you can record a journal note for the selected project.
Memorize:
Click to open the Memorized Invoices screen where you can specify the schedule for invoice generation. There is no limit over the number of times you want to generate the invoice.
The
Memorize option is visible only when viewing existing invoices.
Details:
The drop-down gives you two options:
This option opens the Time Details screen that shows the time entries details. These entries are relieved (status changed to Billed in the time entry database) when the invoice is generated. Time Details enables you to exclude and edit entries before processing the invoice. You can also mark time entries as billed to remove them from future processing.
Opens the Expense Details screen that shows the expense entry details of a billing record. These entries are relieved (status changed to Billed in the database) when an invoice is generated. Expense Details allow you to exclude or edit entries before processing the invoice. You can also mark expense entries as billed to remove them from future processing.
Process:
This button will process your manual invoice. After being processed, you can print it from Invoice Review screen.
New:
Click to clear the screen and enables you to create a new manual invoice.
Close:
Closes the Manual Invoice screen and takes you to the home page of Web Suite.