The Invoice Detail screen displays details for a selected invoice. You can also view its related transactions and list of time and expenses.
To access this screen, navigate to Projects > Billing > Invoices and click for a listed invoice or go to the Invoices portal for the contact's record and click the row to view or edit a listed invoice.
The following are descriptions of fields on this screen:
Invoice No:
Invoice number associated with the selected invoice.
Invoice Date:
Invoice date is typically the date when the invoice was created.
Terms:
The payment term for the invoice is displayed here (e.g., 30, 45, 60, etc.). This number determines when the invoice is due.
Project No:
The number of the project or job which is associated with the invoice. The project name displays adjacent to this field.
Remit Date:
The date on which the invoice payment is due.
Outstanding for:
Displays the number of days the invoice is outstanding.
Client:
Displays the name of the billing client associated with the project being invoiced. Click the field label to go to view the contact's details.
Invoice Method:
Displays the billing method used for the associated project (that is, Hourly Rate, Stipulated Sum, Multiple of DSE/DPE, Percent of Construction, or Unit Cost).
Invoice Title:
Enter the title of your invoice.
Message:
Enter a message to display on top of your invoice.
Fully Paid:
Displays the invoice's payment status. This check box is selected if full payment has been received for the invoice.
Finalized:
This check box is automatically selected when the invoice has been finalized. It cannot be changed manually.
Cap Fees:
Displays the amount billed for time entries subject to caps, typically basic services. Click the label of this field to view a list of the time flagged as capped fees.
No Cap Fees:
Displays the amount for additional services. Click the label of this field to view a list of the time flagged as non-capped fees.
Reimbursables:
This field displays the amount of reimbursable expenses. Click to view a list of expenses flagged as reimbursable.
Reimbursables Markup:
Displays any markup applied to reimbursable expenses on this invoice.
Total Adjustment:
Displays the total amount of adjustments applied to the invoice.
Interest:
Accrued interest on late invoices.
Tax Amount1:
Some countries and areas such as Canada, have two totally separate tax rates. For example, one is a Federal Tax and one is a Province tax. They have to charge both on their invoice. With ArchiOffice you can implement a Two Tax Rate method of taxing for your projects. When this method is used, both fields populate with the value of the tax amount. Otherwise for normal taxing with one rate, only the first box is used.
Tax Amount2:
Displays an additional tax amount when the Two Tax Rate method is implemented for a project.
Invoice Amount:
This displays the total invoice amount based on the services, expenses, adjustments and taxes applicable to it.
Paid Amount:
Displays the total amount paid towards the invoice, if any.
Balance Due:
This displays the balance amount that the client owes for the invoice.
Invoice Amount:
This displays the total invoice amount based on the services, expenses, adjustments and taxes applicable to it.
Previous Balance:
It shows the previous balance due for the project.
Payment Received:
Displays any payments received toward the invoice.
Payment from Retainer:
The amount of retainer that is applied to the invoice. It reduces the net bill amount on the invoice.
From the accounting perspective, when retainers are applied on an invoice,
this transaction debits the Unearned Retainer account and credits the
A/R account.
Credit Payment:
This displays the credit payments made against this invoice, if any.
Refund Amount:
Amount refunded to client.
Account Balance:
This displays the balance amount that the client owes for all outstanding invoices on projects they currently have in the system.
Payment to Retainer:
Displays monies added to the retainer.
Payment from Retainer:
The retainer amount paid by the client.
Retainer Refund:
Displays the retainer amount refunded to the client.
Retainer Balance:
Displays the current balance of a retainer paid by a client.
Transactions:
Click to view a list of transactions associated with this invoice.
Time/Expenses:
Click to view the time and expense entries associated with the invoice.
Invoice:
Click to view the invoice as a PDF, which you can print or download.
Done:
Click to close this window.
Action
Save:
Select to save the changes made to invoice.
Delete:
Select to delete the currently viewed invoice.
List:
Select to view a list of invoices.
Find:
Select to go to the Invoice Search Request screen to search for other invoices.
Help:
Opens the ArchiOffice Help in the Invoice Detail section.