Bills

A bill is a request for payment for delivered work.

Billing will depend on billing type defined for the project through project type.


Billing types

Each bill is linked to project, a project has a project type, and a project type is linked to a billing type.

So the billing type is automatically defined for the selected project.

Billing type will influence bill line format.


At terms

  • A term must be defined to generate the bill, generally following a billing calendar.

  • Used for instance for: Fixed price projects.

On produced work

  • No term is needed.

  • The billing will be calculated based on produced work for resources on selected activities, on a selected period.

  • Used, for instance for: Time & Materials projects.

On capped produced work

  • No term is needed.

  • The billing will be calculated based on produced work for resources on selected activities, on a selected period.

  • Used, for instance for: Capped Time & Materials projects.

Note

  • Taking into account that total billing cannot be more than project validated work.

Manual

  • Billing is defined manually, with no link to the project activity.

  • Used, for instance for: Any kind of project where no link to activity is needed.

Not billed

  • No billing is possible for these kinds of projects.

  • Used, for instance for: Internal projects & Administrative projects.


Note

Billing report

  • Only bill with at least status “done” will be available for reporting.

  • Before this status, they are considered as a draft.

Section: Description

Field

Description

Id

Unique Id for the bill.

Name

Short description of the bill.

Bill type

Type of bill.

Project

The project concerned by the bill.

Date

Date of the bill.

Payment deadline

Payment deadline.

Payment due date

Due date for payment (read only).

Customer

Customer who will pay for the bill.

Bill contact

Contact who will receive the bill.

Recipient

Recipient who will receive the payment for the bill.

Origin

Element which is the origin of the bill.

Billing type

Project billing type.

* Required field

Field: Payment due date

  • The value is calculated with date of bill + payment deadline.

Fields: Customer & Bill contact

  • Automatically updated from project fields.

Section: Treatment

Field

Description

Status

Actual status of the bill.

Responsible

Resource who is responsible for the bill.

Sent date

Date when bill is sent to customer contact.

Send mode

Delivery mode.

Done

Flag to indicate that the bill has been treated.

Closed

Flag to indicate that the bill is archived.

Cancelled

Flag to indicate that the bill is cancelled.

Amount

Total amount of the bill.

% of order

Percentage of the bill balance over order amount.

Payment

Payment of bill.

Comments

Comments for the bill.

* Required field

Fields: Amount

Columns:

  • Ex VAT: Amount without taxes.

    • The value is automatically updated with the sum of bill line amounts.

  • Tax: Applicable tax.

    • Automatically updated from customer field.

  • Full: Amount with taxes.

Fields: Payment

Columns:

  • Date: Date of payment.

  • Amount: Payment amount.

  • Complete: Flag to indicate that complete payment.

Section: Bill lines

Input for each bill line depends on billing type.

Field

Description

Id

Unique Id for the bill line.

Number of the line for the bill.

Description

Description of the line.

Detail

Detail of the line.

Unit price

Unitary price of billed element.

Quantity

Quantity of billed element.

Sum

Total price for the line (Price x Quantity).

Bill lines management

  • Click on Button add to add a bill line. A different “Bill line” dialog box will be displayed depends on billing type.

  • Click on Button edit to modify an existing bill line.

  • Click on Button icon delete to delete the bill line.

Bill line: At terms

Dialog box - Bill line - At terms

Bill line - At terms

Fields - Bill line - At terms

Field

Description

Number of the line for the bill.

Term

Project terms to be selected.

Description

Description of line.

Detail

Detail of the line.

Price

Real amount of term.

* Required field

Field: Description

  • Automatically set with the term name.

  • Can be modified on update.

Field: Detail

  • Can be set on update.

Bill line: On produced work & On capped produced work

Dialog box - Bill line - On produced work & On capped produced work

Bill line - On produced work & On capped produced work

Fields - Bill line - On produced work & On capped produced work

Field

Description

Number of the line for the bill.

Resource

Project resources to be selected.

Activity price

Project activities price to be selected.

Start date

Start date of the period to take into account.

End date

End date of the period to take into account.

Description

Description of line.

Detail

Detail of the line.

Price

Price of the activity.

Quantity

Quantity of element.

Amount

Amount for the line (Price x Quantity).

* Required field

Field: Description

  • Automatically set with selected resource, activity price name and dates.

  • Can be modified on update.

Field: Detail

  • Can be set on update.

Bill line: Manual billing

Dialog box - Bill line - Manual billing

Bill line - Manual billing

Fields - Bill line - Manual billing

Field

Description

Number of the line.

Amendment

Flag to indicate this is an amendment line.

Description

Description of the line.

Detail

Detail of the line.

Price

Unitary price of element / measure unit.

Quantity

Quantity of element.

Amount

Amount for the line (Price x Quantity).

Field: Amendment

  • This field is used for amendment values in order detail.

Terms

A term is a planned trigger for billing.

You can define as many terms as you wish, to define the billing calendar.

Note

  • Terms are mandatory to bill “Fixed price” project.

  • A term can be used just one time. The bill name will be displayed.

A term has triggers

  • You can link the activities that should be billed at this term.

  • A summary of activities is displayed for validated and planned amount and end date.

  • Validated and planned values play the role of reminder.

  • You can use these values to set real amount and date.

Section: Description

Field

Description

Id

Unique Id for the term.

Name

Short description of the term.

Project

The project concerned with the term.

Bill

Bill name that uses this term.

Closed

Flag to indicate that term is archived

* Required field

Section: Fixed price for term

Field

Description

Real amount

Defined amount for the term.

Real date

Defined date for the term.

Validated amount

Sum of validated amounts of activities defined as triggers (Read only).

Validated date

Max of validated end dates of activities defined as triggers (Read only).

Planned amount

Sum of planned amounts of activities defined as triggers (Read only).

Planned date

Max of validated end dates of activities defined as triggers (Read only).

Fields: Amount and Date (Planned & Validated)

  • When a trigger is entered, the values of planned and validated are automatically updated with the sum and the max of triggered amounts.

Section: Trigger elements for the term

This section allows to manage element trigger.

Trigger element management

  • Click on Button add to add an element trigger.

  • Click on Button icon delete to delete an element trigger.

Dialog box - Add a trigger element to term
Fields - Add a trigger element to term dialog box

Field

Description

Linked element type

Type of element to be selected (Activity, Meeting, Milestone, Project, Test session).

Linked element

Item to be selected.

Activities prices

Activity price defines daily price for activities of a given activity type and a given project.

This is used to calculate a billing amount for billing type On produced work and On capped produced work.

Section: Description

Field

Description

Id

Unique Id for the activity price.

Name

Short description of the activity price.

Project

The project concerned with the activity price.

Activity type

Type of activities concerned with the activity price.

Price of the activity

Daily price of the activities of the given activity type and the given project.

Sort order

Number to define order of display in lists.

Closed

Flag to indicate that activity price is archived.

* Required field

Payments

Allow to define payment of bills.

The bill keeps track of payment.

Section: Description

Field

Description

Id

Unique Id for the payment.

Name

Short description of the payment.

Payment type

Type of payment.

Description

Description of the payment.

* Required field

Section: Treatment

Field

Description

Payment mode

The mode of payment.

Payment date

Date of payment.

Payment amount

Amount of the payment.

Payment fee

Payment of the fee.

Payment credit

Balance of payment amount less payment fee.

Bill

Bill concerned with the payment.

Bill reference

Reference of bill.

Customer

Customer of bill.

Recipient

Recipient of bill.

Bill amount

Amount of bill.

Closed

Flag to indicate that payment is archived.

* Required field

Catalog

Catalog defines items (products or services) that can be obects of a quotation, an order or a bill.

This is used on the quotation lines, order lines and invoice lines. See: Bill lines.

Section: Description

Field

Description

Id

Unique Id for the payment.

Name

Name of the catalog.

Catalog type

Type of catalog.

Description

Description of the catalog.

Detail

Detail of the catalog.

Nomenclature

Nomenclature of the catalog.

Specification

Specification of the catalog.

* Required field

Section: Treatment

Field

Treatment

Unit price

Type of unit.

Quantity

Quantity of catalog.

Product

Type of product.

Product version

Version of the product.