Invoice - Main

• BCM Integration Enabled: A check mark indicates that BCM integration is enabled for the invoice. The invoice always has the same setting as its associated contract. Note: This field is visible only if BCM has been enabled in the workspace. For more information, see "Enabling/Disabling BCM Integration".

• Commitment Type: Indicates whether the invoice contains pre-commit or auto-commit line items. The Commitment Type is defined by the contract that the invoice applies to.
• Contract Currency: The currency of the contract that the invoice applies to. You can only edit the contract currency from the contract's Settings page.
• Current State: The current state of the invoice.

• Holds Against: The number of holds currently against the invoice. If there are holds, see the Holds tab for details.

• Number: A string of characters that uniquely identifies the invoice document within the workspace. You can edit the number in the Details section.

• Invoice Date: The date when the invoice was created. You can edit the Invoice Date under the Dates section.
• Invoice Package: The name of the associated invoice package, if this invoice has been added to one. You can click the name of the package to view the invoice package document.
• Invoice Target Amount: The total target amount for the invoice. You can edit the Invoice Target Amount under the Details section.
• Enforce Target Amount Validation: Indicates whether an amount in the Invoice Target Amount field is required. You can edit the Enforce Target Amount Validation under the Details section.
• Invoice Type:

  Indicates the type of current invoice. The invoice type is assigned when the invoice is created and it cannot be changed.

  • First indicates that this is the first invoice for a pre-commit contract.
  • Progress indicates is a subsequent invoice (after the first) for a pre-commit contract.
  • Normal indicates that this a normal (that is, not retainage release) invoice for an auto-commit contract. Each Normal auto-commit invoice adds new scope to its associated auto-commit contract.  
  • Retainage Release indicates that this is a retainage release invoice for an auto-commit contract. These invoices release the retainage that was held back by the Normal invoices. There can be several Retainage Release invoices if retainage is released gradually.
• Original Contract: The contract that the invoice was created against.
• Payment Status: Indicates whether the invoices has been paid in full, not paid, or partially paid. You can edit the Payment Status under the Details section.
• Sequence Number: This number indicates when the invoice was created in relation to the other invoices against the same contract. You can change the sequence number in the Details section.  
• This Invoice Net Payable Amt: The currency amount that this invoice requires the awarding company to pay against the line item, not including retainage or non-committing taxes. This value comes from the This Invoice Net Payable Amt column on the Line Items page.
• Title: The title for the invoice. You can edit the Title in the Details section.

The Project section displays a simplified version of the information available on the Projects tab. Use this section to quickly view a list of projects currently linked to the document, and to create, read and delete project links in edit mode. Information displayed in the project section is also available on the Projects tab, and any changes you make in the Project section is synchronized with the Projects tab.

Note: Like all other project-related user interface elements, the Projects section is hidden if no projects currently exist in the workspace.

Using the Project section, you can set the current document's project linking status to:

• None: Select to remove all project links for the current document. You can only remove project links if you have the appropriate role security permissions, and your contact document has a link to the same projects.
• One: Select to display a box where you can enter a single project link for the current document. Click the Magnifying Glass icon to display a list of available projects from which you can choose.
• Multiple: Select to display a box where you can enter multiple project links for the current document. Click the Magnifying Glass icon to display a list of available projects from which you can choose.
• All: Select to link the current document to all projects within the current workspace.

The current status of project linking is displayed in the section header so that you can quickly scan project status with all the sections on the Main page collapsed. The document must be in edit mode before you can update information in the Project section.

• Approved By: The name of the person who approved the invoice. Proliance automatically supplies the name of the person who changes the state to Approved. You cannot change this name.
• Commitment Type: Indicates whether the invoice contains pre-commit or auto-commit line items. The Commitment Type is defined by the contract that the invoice applies to. 
• Cost Period: Click the Magnifying Glass icon to select the cost period that the invoice applies to. The Cost Period is required. Note: If you do not see any cost periods in the pick list, you must create at least one before you can save the invoice. The cost period is auto-populated via the create date of the document. If there is a cost period that contains a date range that the create date falls within, it will be auto-populated in the invoice.
• Current State: Indicates the current state of the invoice.
• Internal Period:Click the Magnifying Glass icon to select the internal period that the invoice applies to. The default internal period is the one that covers the period between the Invoice Start Date and Invoice End Date.
• Invoice Target Amount: Type the total target amount for the invoice. This amount is used to help you enter the correct individual amounts on the Line Items page and ensure that these items add up to the correct total amount. To ensure that the line items add up to the Invoice Target Amount, use this amount with the Enforce Target Amount Validation option.
• Enforce Target Amount Validation: Indicates whether an amount in the Invoice Target Amount field is enforced. If this option is selected, you must enter an amount in the Invoice Target Amount field and the line items on the Line Items page must add up to the Target Invoice Amount. Proliance verifies the values when the invoice enters either the Approved or Release for Payment state.
• Invoice Type: Indicates the type of the invoice. For details, refer to Invoice Type in the Summary section.
• Number: Type a string of characters that uniquely identifies this invoice, or leave it blank if Proliance is configured to supply one. You can configure the format of this number by using Proliance Local Admin. For details, refer to "Editing the Number Format" in the Proliance Local Admin on-line help.
• Originating Contract: This is the contract associated with the invoice. You cannot change the contract once set, but you can click on the contract name to view detailed information about the contract.
• Payment Status: Indicate using the drop-down list whether the invoice has been paid in full, not paid, partially paid, or possible overpayment. If there is a possible overpayment, Proliance sends a notice to the person for the contract.
  
  Note: If payments have been made against the invoice, Proliance automatically overrides the Payment Status based on the payments that have been logged on the invoice's Payments page.
• Released By: The name of the person who released the invoice for payment. Proliance automatically supplies the name of the user who releases the invoice for payment.
• Released Invoice: Select this check box to indicate that the invoice has been released for payment.
• Sequence Number: Enter the number that indicates when the invoice was created in relation to the other invoices against the same contract. Proliance automatically inserts a sequence number, but you can change it if necessary. The Sequence Number is required.
• Substantially Complete: Select this check box to indicate that the invoice represents the point at which the contract is considered to be substantially complete.
• Title: Type the title of the invoice. You can sort the invoices in the Invoices register by title. The Title is required.

• Approved Date: The date when the invoice was approved. Proliance automatically inserts this date.
• Due Date: Enter the date when the invoice must be paid. Settings
• Invoice Date: Enter the date when the invoice was created.
• Invoice End Date: Enter the last day of the period covered by the invoice.
• Invoice Start Date: Enter the first day of the period covered by the invoice. By default, Proliance makes this the day after the previous invoice's Invoice End Date, if a previous invoice exists.
• Received Date: Enter the date when the invoice was received from another workspace, if applicable. Proliance supplies this date, but you can change it if necessary.
• Released For Payment Date: The date when the invoice was released for payment. Proliance automatically inserts this date.

There are three types of legal party to every Proliance invoice. These are the Awarding, Receiving, and Managing companies. By default, Proliance supplies these from the contract.

• Awarding: The company responsible for issuing the contract. For an expense contract, the default Awarding company is the organization company of the person who created the contract.
• Receiving: The company responsible for ensuring that the work described in the contract is performed. For a revenue contract, the default Receiving company is the company that owns the current workspace.
• Managing: The company responsible for managing the contract. For an expense contract, the default Managing company is the organization company of the person who created the contract.
• Company: The name of the Awarding, Receiving, or Managing company. You can click the company name to view the company document.
• Main Contact:

  The person from the Awarding, Receiving, or Managing company responsible for handling queries about the contract.

  Proliance will add the name of the Awarding or Receiving contact to the appropriate recipient fields (To:, CC:, HCC:) in the Workflow tab during a pending state change, if this invoice document subtype has been set up to use initiating and receiving participants. To learn more about the participants feature, see "Selecting Roles or Participants" in the Proliance Local Admin on-line help.  

This section lists the signatures required for the invoice. To add a signature, click Add Line and then complete the fields below. To remove a signature, select the check box next to the line to remove and then click Remove Line(s).

• Name: Click the Magnifying Glass icon to select the name of a person whose signature is required before you can approve the invoice. The person must be listed in the workspace's Contacts register. If you cannot locate the appropriate person, leave this box empty and type the person's name in the Name (if not on the list) box.
• Name (if not on the list): If the person whose signature is required is not in the Contacts register, you can type the person's name here.
• Status: Select the status of the person's signature from the drop-down list. "Signed" indicates that the Required person's signature has been received.
• Type: Select the type of signature expected from the Required person.
• Date Signed: Enter the date when the Required person signed the invoice.