Invoice - Settings

• Show Unit Price Information:

  This setting is used to show or hide the following unit price information on the Schedule of Values of pre-commit invoices:

  • Quantity
  • Unit Code
  • UOM
  • Unit Price
  • Pivot Type
  • Drawdown Type

  You may want to hide unit price information if it is of a sensitive nature. The show/hide takes place when the invoice is saved.

  An invoice can have a different show/hide unit price information setting from its parent contract.  

  Note: Proliance continues to process all unit price-related business rules even if you choose to hide this information. This ensures that all information is current if you choose to display unit price information later on.

  The Show Unit Price Information setting is unavailable if BCM integration is disabled.

• Show Percentages: Select this check box to show all the columns that contain percentage values on the Line Items page of the invoice.
• Show Tax Details: Select this check box to show the This Invoice Committing Tax[1-5] Amt and This Invoice Non-Committing Tax[1-5] Amt columns on the Line Items page of the invoice.

This section is available only if BCM integration has not been disabled for the workspace or the contract associated with the invoice.

Every time you add a line item to the upper list on the Line Items page, Proliance automatically allocates it to one or more cost accounts. It does this by adding one or more allocations to the Cost Account Allocation Grid at the bottom of the page.

You can control the information that appears in these automatically-added allocations. Each row in this section represents one of the allocations. There must be at least one. To add a row, click Add and then complete the information below. To delete a row, select it by clicking the cell to the left of the cost account, then click Delete. For more information on working with the list, see "Working with Line Item Lists".

• Cost Account: Click the Magnifying Glass icon to select the cost account for the allocation.

• Distribute Percentage:Enter a percentage that indicates how much of the controlling line item is allocated to a cost account through this allocation. The total of all Distribute Percentage values in the grid must equal 100.
• ACR Column: Select the ACR column in which the allocation's value will appear by default. You can select another ACR column when you edit the allocation on the Line Items page.
• Item Description: Optionally type a description for the automatically-create allocation.
• Reporting Code 1-3: Optionally, click the Magnifying Glass icon to select up to three reporting codes that will appear by default for the allocation. These codes help you categorize the allocation and provide additional means to group, sort and filter the allocations in Proliance. This is especially useful when working with the Anticipated Cost Report (ACR).
  
  If you consistently use reporting codes for all your cost account allocations, you will be able to use the ACR to view the entire workspace, summarized by the items and levels within the reporting codes. This is similar to the power offered by the advanced codes in cost accounts. For more information, see "Configuring Cost Account Advanced Codes".  
• Item Note: Optionally type a note for the automatically-create allocation. This note can provide some additional information beyond the description.

This section is available only if BCM integration has not been disabled for the workspace or the contract associated with the invoice.

The ACR Column per State section is used to specify the ACR column that Proliance should set for this document's allocations when the document enters the indicated state.

 Example

This section is available only if BCM integration has not been disabled in the workspace or for the contract associated with the invoice.

The Drawdowns and Invoice ACR Column per State section for expense auto-commit invoices lets you specify the ACR column the invoice should be allocated to when the invoice enters the indicated state.

• Pending
• Pending Acceptance
• Pending Approval
• Approved
• Released for Payment
• Canceled

For each setting, you have three options:

a. Leave as is and use the default ACR columns as set from your Local Admin.

b. Override the default ACR column by selecting a different one. Note that this override only applies to the existing invoice and not to new or existing ones.

c. Select Use Subtype Configuration to have this ACR column determined from the Local Admin's 'Subtype State Configuration' setting. This setting in the Local Admin will only determine the ACR column for new invoices and existing ones that selected Use Subtype Configuration.

The 'No Change' option instructs Proliance to use the same ACR column from the previous state.

You can also make the following settings:

• Automatically Create Drawdowns: When you add a new line item to the document, Proliance automatically allocates it to one or more new allocations. Select this check box to indicate that Proliance should automatically create a linked drawdown for each allocation.
• Default Cost ACR Column: Select the ACR column that Proliance should display by default.
• Default Budget ACR Column: Select the ACR column that Proliance should display by default.
• Drawdown Preference: Select "Do Not Allow Overdraw" to prevent the draw down from moving below 0 when the line item is an amount greater than what's available in the cost account.
  
  Select "Allow Overdraw" when you want the draw down to be the same as the full required amount; if the amount is less than zero as a result, this is referred to as "Overdraw".
  

  Note: You can alternate between the two preferences as needed depending on your security permissions; the total amounts will immediately reflect the rules of the new setting.

Subtype State ACR Columns: Click the 'View Subtype State Configuration' link to view the currently active standard and user-defined states for this pre/auto-commit invoice document subtype, the default order in which these states will occur (sort order), and the Budget/Cost ACR column that will be updated when this document enters the given state. This link is available only after you save the document for the first time.

The Budget and Cost Settings section is used to specify the ACR column that Proliance should set for this document's invoicing information when the document enters the indicated state.

Note: This section applies only if BCM has been enabled in the workspace and for the contract associated with the invoice.

Select the appropriate ACR column for each for each of the following:

• Pending Invoice Column
• Pending Acceptance Invoice Column
• Accepted - Pending Approval Invoice Column
• Approved - Pending RFP Invoice Column
• Closed - Released For Payment Invoice Column
• Canceled Invoice Column

This section is available only if BCM integration has not been disabled in the workspace or for the contract associated with the invoice.

The Invoice ACR Column per State section for expense pre-commit invoices specifies the ACR column to be used when the invoice enters the indicated state:

• Pending
• Pending Acceptance
• Pending Approval
• Approved
• Released for Payment
• Canceled

For each setting, you have three options:

a. Leave as is and use the default ACR columns as set from your Local Admin.

b. Override the default ACR column by selecting a different one. Note that this override only applies to the existing invoice and not to new or existing ones.

c. Select Use Subtype Configuration to have this ACR column determined from the Local Admin's 'Subtype State Configuration' setting. This setting in the Local Admin will only determine the ACR column for new invoices and existing ones that selected Use Subtype Configuration.

The 'No Change' option instructs Proliance to use the same ACR column from the previous state.

Note: The Invoice - Settings page is not used if the BCM integration has been turned off for the workspace or for the invoice's contract. For more information, see "Enabling/Disabling BCM Integration".