In Accorto, customer invoices can be created from T&E Reports, Opportunities or directly from the Invoices window. You can control who in your organization can create invoices by using different page layouts and assigning these specific page layouts to the appropriate users.

Create Invoice from Opportunity

When the Create Invoice button is selected from an Opportunity the Invoice wizard will be launched.  The Products from the Opportunity are displayed and any or all may be selected. The Not Invoiced Amount represents the amount of the total Opportunity that has not yet been invoiced. Any invoice lines already associated with this Opportunity are referenced as active links at the bottom of the window.

The Account, Contact and Opportunity Description will be copied from the Opportunity to the Invoice Header. The billing address will default from the Account. The address can be updated on the Invoice and if appropriate, update the account record by selecting the Sync Address with Account button.

The Payment term is copied from the Account, but can also be updated is security permissions allow.  If appropriate you can enter a different invoice or accounting date. 

The Opportunity name will be updated in the reference section and you can also include a Campaign or Contract if desired.

When all necessary information has be added or updated select one of the Invoice creation options.

• Create Invoice from All Lines - will create an invoice with all lines from the Opportunity.
• Create Invoice from Selected Lines - will create an invoice with only those lines selected
• Create Invoice from Schedule - will create an invoice for the selected lines based on the schedule defined for the products.
• Create Summary Invoice - will create an invoice with a single line using the description of the Invoice header with an amount of the Opportunity.

The Invoice window is displayed. Products can be added or deleted from the invoice and fields can be updated as allowed by your security settings.

Select the View Invoice link to view the Invoice as a PDF. The layout and fields on the invoice is based on the template defined in Custom Settings.

Select the Email Invoice link to send the PDF of the invoice to the billing contact defined for the Invoice.  The email template and invoice template used are defined in Custom Settings.

Create Invoice from T&E Report

When the Create Invoice button is selected from a T&E Report the Invoice wizard will be launched.  The lines from the T&E Report are displayed and any or all may be selected. Select the Get Not invoiced Reports button to display any approved T&E Reports for this account which have not yet been invoiced. Select the appropriate option to determine if Time, Expenses or Both will be invoiced to the customer.

Select the Create Invoice Lines to create invoice lines for the selected lines. If you chose to invoice both time and expenses, any T&E lines that referenced both a expense amount and time will display as two lines on the invoice. For the time entries you may select a resource to use for the time rate. This rate is defined in Resource Pricing. The quantity and unit price can be overridden for the invoice if appropriate.

The Account and Contact will be copied from the Opportunity to the Invoice Header.  The billing address will default from the Account. The address can be updated on the Invoice and if appropriate, update the account record by selecting the Sync Address with Account button.

The Payment term is copied from the Account, but can also be updated is security permissions allow. If appropriate you can enter a different invoice or accounting date.

Update the reference section with a Campaign or Contract if appropriate.

When all necessary information has be added or updated select Create Invoice.

The Invoice window is displayed.  Products can be added or deleted from the invoice and fields can be updated as allowed by your security settings.

Select the View Invoice link to view the Invoice as a PDF. The layout and fields on the invoice is based on the template defined in Custom Settings.

Select the Email Invoice link to send the PDF of the invoice to the billing contact defined for the Invoice.  The email template and invoice template used are defined in Custom Settings.

Create Invoice from Invoice window

Invoices can also be created directly in the Invoice Window. Select New from the Recent Invoices list or New Invoice from an Invoice View. Enter an Account and Contact.  The Billing and Shipping information will default from the Account. This can be updated and synced with the Account if necessary. Enter or update the remaining data fields as appropriate and select Save or Save & New Line to be brought directly to the Invoice Line window.

In Invoice Line select a Product or Resource. The List Price and Unit Price will be updated based on the selection made. The prices can be modified or the discount modified to adjust the pricing. If appropriate select a project to reference for this invoice line.  Lastly, if desired select Create Asset to automatically create an Asset record.  This is available only for invoice lines which reference a Product.

Select Save or Save and New Line to add additional invoice lines. 

Select the View Invoice link to view the Invoice as a PDF. The layout and fields on the invoice is based on the template defined in Custom Settings.

Select the Email Invoice link to send the PDF of the invoice to the billing contact defined for the Invoice.  The email template and invoice template used are defined in Custom Settings.