Supplier invoices are entered against their corresponding budget line. Any given budget line may have 1 or more invoices entered against it. RCC is satisfied the project is in budget as long as the total quantity or total invoiced amount is less than the associated budget line. The more granular the budget, the better you can track actual to budget through the invoicing process.
The Invoice form has three tabs:
List – this is a list of invoices that have been entered into the budget for a specific project.
Details – The details lines for a specific invoice
Images – Document images that have been attached to the invoice.
The grid on the List tab serves two purposes. First, to allow review of all invoices entered against a specific project. Second, to allow quick navigation to the details tab for a specific invoice.
Click the Delete Invoice command button to remove a invoice from the current budget.
Click the Add Invoice command button to add a new invoice against the current budget. The Details tab will open for you the cursor is placed in the Invoice Number field. Enter the invoice number from the suppliers invoice. If the supplier did not provide an invoice number, enter the first few characters of the supplier’s name and the date. For example if the supplier is ABC electric, you might enter “ABC 07022020” as a way of uniquely identifying the invoice for your records. Be sure to scan the document and attach to the RCC invoice for future use. See Below.
Tab to the Invoice date and enter it. Use the calendar icon to browse a full featured calendar and select the data from there, or enter it directly into the field. Hover the mouse pointer over the Invoice Date field to see a menu of shortcuts for data entry. My personal favorite is “t” to select today’s date
The Details tab will give specifics on what has been invoiced by the supplier. There are two command buttons that manage invoice lines.
Delete Invoice Line – Remove a line from the invoice. You will be asked to confirm the deletion.
Add Invoice Line – Add a line to the invoice. After you click the Add Invoice Line command button you are moved to the just added line, placed in the Budget ID field and the Budget Pick List form is opened. Select the line you want to invoice and double click it to associate it with the current invoice line. You are returned to the invoice with the unique budget line identifier (Budget ID), the Unit Price, the CSI Category, the Supplier information all entered for you.
Tab to the quantity field and enter the quantity being invoiced.
Tab to the Unit Price field and confirm the Budgeted Unit Price to the Unit Price on the supplier’s invoice. If they disagree, you have multiple choices which include but are not limited to:
1. Accept the changed price on the suppliers invoice and enter it into the invoice line.
2. Delete the line and go yell at the supplier about the increase in price
3. Enter the new price on the invoice line. When you return to the budget line check the Revise box and enter comments in the scope field about your need to follow up on the invoice.
4. Wonder why in the world you ever tried to add a new master bedroom to your house.
5. Enter the new price on the invoice line. When you return to the budget determine what budget line(s) can be reduced in order to accommodate the increased or decreased cost to make sure the project stays in line with the budget.
If you enter a quantity that exceeds the budgeted quantity or a Unit Price that is different from the budgeted Unit price RCC will warn you of that fact and flag the invoice line by coloring it yellow. A good indicator that there is a problem with the line.
6. Enter a description of any exceptions or things to note in the Item Description field. This field has a maximum of 250 characters.
When the invoice is associated to an Application Layer (see Budget form) the invoice is updated with the Application Layer identifier and the Application Layer date. At that point the invoice is no longer editable. However, the Release Received checkbox is always available so you can update it when the signed release is received.
Print Lien – This command button will print a Lien Release document for the currently selected Invoice. Additionally, the Lien Release is printed during the Application Layer processing if the System Settings allow it.
The Images tab associates the current invoice to documents that have been scanned and placed on a storage media accessible to RCC. There are 3 command buttons that work with images:
Add Image – Adds an image to the list of images associated with an invoice.
Delete Image – Removes an image listing from the grid.
Print Image – Previews and/or Prints an image.
The associated image is displayed on the right side of the tab.
Any graphical image can be associated to the invoice including .pdf documents. To print or preview a .pdf you will need to have a .pdf document viewer installed on your system.
You can add images to an invoice at any time, even if the invoice itself is not editable