End of Month Billing Process
How to Bill All Projects in Bulk
Step 0: Ensure End of Month is Ready to be Run
Before running end of month, check the 'Services Billing Workspace' under 'Executive Reports' in Apex Business to ensure there are no outstanding items such as Timecards or Milestones to be approved
Step 1: Run Overs and Unders Calculation
To generate miscellaneous adjustments to recover overs and unders for daily jobs:
- Go to 'FinancialForce Accounting' navigation menu > End of Month > Recover Overs and Unders
- Click 'Next'
- Review the miscellaneous adjustments to be created and click Next
- Close the tab when the process is completed
Step 2: Run Panel Discount Calculation
- Go to 'FinancialForce Accounting' navigation menu > End of Month > Panel Discount Calculator
- Click 'Next'
- Review the miscellaneous adjustments to be created and click Next
- Close the tab when the process is completed
Step 3: Billing Event Batch Generation
This step will bulk generate a Billing Event per project for all approved timecards, milestones, and expenses.
- Navigate to the 'Projects Awaiting Billing' link under 'Billing'
- Click on the 'Mass Billing Event Generation' button
- Set
- Region = Australia
- Time Period = Set to the previous month
- Eligible Billing Records to Include = Leave as the default Timecard Splits, Milestones, Misc. Adjustments, Expenses and Budget Pre-Bill
- Check the 'Include Prior Periods' box to bill entries from previous months that were never billed
- Check the 'All Records Eligible for Billing' box
-
Uncheck the 'Exclude Zero Amount Records' box to ensure negative miscellaneous adjustments (i.e. credits) are included
- Click on Generate
Step 4: Billing Event Release
This step converts each of the Billing Events generated in Step 4 to Sales Invoices.
- Navigate to the 'Billing Events Awaiting Release' link under 'Billing'
- Select the Billing Events you wish to Release and generate invoices for
- Click on the 'Release' button
Step 5: Post Sales Invoices
The final step is to post the generated Sales Invoices to the general ledger, this also creates the final sales invoice PDF and sends it to the Job Managers.
- Navigate to the 'Sales Invoices to Post' link under 'Billing'
- Review the invoices and ensure their dimensions and other details are correct
- When ready, check the invoices you wish to post and click on 'Post' in the top-right corner. This marks the invoices as status Ready to Post
- Ensure all invoices are now under the 'Ready to Post' list view
- Select 'Background Post' button and confirm to start the posting process
- All invoices will be posted over the new few minutes and job managers will be emailed a copy
How to Bill a Single Project
If you need to create a Billing Event and Sales Invoice for a single project:
- Go to the project (for parent child projects, ensure you are on the parent project)
-
Under 'Actions', click on 'Project Billing' and then 'Generate Billing Events'
- Fill in the date range (typically end date) and click 'Next'
- Select 'Preview and Select Records'
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On each screen, select all the records you want to bill
- Click 'Generate' to create the Billing Event
- Click on 'Release' to create the Sales Invoice