With Function Point, you can invoice several Jobs at one time. There are 2 ways in which this can occur: Multi-Job Single Invoicing or Batch Invoicing.
- Multi-Job Single Invoicing: The creation of one invoice for one company, for multiple jobs.
- Batch Invoicing: The creation of several stand-alone invoices, which might be for different companies and jobs.
Multi-Job Single Invoice Parameters
- Has to be for 1 Company
- Can be created from Company, Project or Job Find list view
- Generates 1 Invoice with all the selected Jobs on it
- More invoices cannot be added to this later
- Will have a B invoice number
- Can only be printed as a multi-job printout type
Using a Multi-Job Single Invoice allows you to give your client one invoice for all their active work with your agency. In this article we'll learn how to create a Multi-Job Single Invoice from the Company level, Project level and Job Find list view.
Multi-Job Single Invoice from the Company Level
For any Company that you have done work for, you can add a Multi-Job Single Invoice at the Company level. To see Jobs at the Company level, just look under the Jobs tab for that Company.
From the Add New button, choose Invoice.
You will land on the Add Invoice page. Required fields are marked in blue.
- Choose to make this Invoice Interim, or Final. Note that making the Invoice Final will in turn close all the Jobs included on the Invoice, and prevent further time-tracking. Note that if you choose the Deposit option, you will no longer be making a multi-job single invoice. Also note that we do not advise that you use Deposit invoices unless you practice accrual accounting.
- Choose the Single Multi-Job Invoice option.
- Enter an Invoice Name of your choosing. To make this invoice easy to find later, you might want to establish a company-wide naming convention.
- Choose to change the date that should appear on the Invoice. Changing the date may influence the data that pulls to the Invoice.
- Determine what the invoice values are calculated from - Estimated values, Actual values, Remainder from Actuals, or Remainder from Estimated.
- Choose to enter a percentage of the "calculated from" field to use on the Invoice - for example type in "50" to charge 50% of the Estimated amounts.
- Choose an applicable Tax Group as needed.
Click Add Invoice when ready.
You will move to the Add Invoice Wizard. The one required field is marked in blue. On this first page, you can make adjustments to information such as the Invoice Name, add in any Payment Notes, Payment Terms, or change/ add an Invoice Description.
When ready, click the Add Jobs to Invoice button.
You can now choose to Add All Jobs to the Invoice - with the Add All button - or just a selection of Jobs - with the "+" icons on each job row. Hovering over the "+" icon will show you if there are any items in need of invoicing.
As you add Invoices, you will see the option to edit these Invoices individually (pencil icon) or remove them from the Invoice (X icon). Click Finish Adding to Invoice when ready.
The Invoice has now been created. You will land on the Basic Info tab. Choose the Jobs tab to see the Jobs that are included.
Choose to Post and Export the invoice if that is part of your invoicing routine.
Multi-Job Single Invoice from the Project
For any Company you have created a Project for, you can create a Multi-Job Single Invoice. To see Jobs at the Project level, just look under the Jobs tab for that Project.
From the Add New button, choose Invoice. You will then follow along the same Add Invoice Wizard as we did above for the Company level.
Multi-Job Single Invoice from the Job Find List View
Multi-Job Single Invoicing allows you to create one invoice for more than one job, for the same Company. Via the Job Find list view you can generate a list of Jobs for a Company, and create the Invoice.
To begin, from the main navigation bar choose Jobs > Find Job.
On the resulting Job Find page, narrow down your search through the use of any of the available fields - remember that all Jobs will need to be for the same Company though, so you will probably want to enter some or all of the Company Name data. In addition, you may want to only get jobs for a for a certain AE, for a certain Job Status, for a certain Rate, or within a certain time frame.
When you are done making any selections, click Find Jobs.
From the resulting list of Jobs, click the Add Invoice button.
You will land in the Add Invoice page. You will need to fill in required fields as we did for multi-job single invoices at the Company and Project levels including:
- Invoice type (noting that Final Invoices also make the Job Closed)
- Creating an Invoice Name
- Picking an invoice date
- Choosing from what value the invoices should calculate
- Optionally entering a billing percentage
- Optionally associating taxes
Click Add Invoice to proceed to the Add Invoice Wizard.
Printing the Multi-Job Single Invoice
Once the Multi-Job Single Invoice is created, you will see a Print option in the top right of the page. The options that display will depend on the number of printouts you may have configured within your own system.
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