Open topic with left hand navigation

Creating an Invoice for a Pre-Commit Contract

You create an invoice for a pre-commit contract in order to indicate the amount of money that the awarding company is expected to pay for the contract's line items. The state of the contract must be Pending, Approved, Pending Acceptance, or Pending Approval. Also, the contract must allow invoicing (Invoicing Options setting on the Settings page).

Proliance automatically applies the contract settings to the new invoice. This may result in adjustments to the amount owed for each line item. Proliance then recalculates the invoice total, based on any line-item adjustments. The contract's cost period is not carried over to the invoice.

A new invoice for a pre-commit contract shows all of the line items that have appeared on previous invoices against the contract. You cannot add new line items to a pre-commit invoice. However, you can add line items from an approved change order, because such line items are not new commitments. For more information about how Proliance determines which line items to include on an invoice, see "Invoice – Line Items".

Note that you need to create a retainage release invoice in order to release the remaining retainage against a pre-commit contract.

Your security role must have permission to create invoices and to read contracts. For more information, see "About Security Permissions".

Pre-Commit Invoices and Cost Periods

Cost Period is a required field on an invoice. For more information about cost periods, see Workspace Properties - Periods.

To create an invoice for a pre-commit contract

1. Open the Invoices register for the type of invoice that you are creating (Expense or Revenue).

— or —

Open the Invoices tab on the pre-commit contract that you are creating the invoice against. Ensure that the contract allows invoicing and is in a state that permits invoicing.

2. Click New.

The Invoice Setup wizard appears.

3. Follow the instructions for creating the new invoice.

Note: If you are creating the invoice from within a contract, Proliance automatically fills in the name of the contract in the box on the first page of the wizard.

4. Complete the following required information:
• Title:Type the title of the invoice. You can sort the list of invoices in the Invoices register by title.
• Sequence:Type a number to indicate when the invoice was created in relation to the other invoices against the same contract.
• Cost Period:Click the Magnifying Glass icon to select a cost period from the list to which the invoice applies. A workspace cost period must be specified before you can approve the invoice. A new invoice's cost period must be the same as or later than the associated contract's cost period. If a cost period containing today's date exists in Proliance, that cost period will automatically be entered on the invoice when it is created. Otherwise the cost period must be entered manually.
5. If you are performing a workflow action on the invoice, complete the information required for this action. For more information, see "Invoice Workflow Actions" for a list of preconditions for a specific action.
6. Complete any additional required information. Headings marked with an asterisk (*) or highlighted fields are required. For more information, see "About Required Fields".

Please refer to the following for more information on the fields for each page:

• Main
• Financial Summary
• Tax Summary
• Line Items
• Payments
• Settings
• Properties
7. Click Save when done.

Proliance saves your changes and returns you to the register or tab. If you wish, you can now enter the line items on the invoice.

What can I do now?