QRG Creating Invoices

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Purpose

The purpose of this quick reference guide is to step through the process of creating Invoices using the Invoice Generation Manager. The intended audience for this document is System Administrators / Standard Users.

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Steps

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Create Invoices

To create Invoices, follow the steps below:

1. Click on the App Launcher icon (see Figure 1).

2. Go to the Invoice Generation Manager object by using the Search function (see Figure 2).

3. Select either Standard Invoice Filters to create the Invoices without reviewing the Pay Transactions being invoiced, or Transaction Filters to present the Pay Transactions matching the filter criteria available to be selected for Invoicing (see Figure 3).

4. Populate the following required fields to filter the Pay Transactions to be invoiced: (see Figure 4)
   1. Invoice Schedule
   2. Maximum Invoice Date (should match End Date of Invoice Calendar Period if you want Pay Transactions from full Invoice Calendar Period to display)
   3. Invoice Date
   4. Invoice Type
   5. Select Invoice Entities (Multiselect Picklist)
5. Populate the following optional fields as needed: (see Figure 4)
   1. To include Pay Transactions from prior Invoice Calendar Periods, tick the Include Earlier Periods checkbox. If selected, Pay Transactions from all previous Invoice Calendar Periods will be included, up to the Maximum Invoice Date entered. If not selected, the Invoice Calendar Period is determined based on the entered Maximum Invoice Date. The Pay Transactions will then be displayed starting from the first date of the above determined Invoice Calendar Period up to the Maximum Invoice Date that is entered.

6. Populate the following optional fields as needed: (see Figure 5)
   1. To filter Pay Transactions applicable to a specific Assignment, populate the Assignment filter.
   2. To filter Pay Transactions applicable to a specific Employee, populate the Employee filter.
   3. To filter Pay Transactions applicable to a specific Client, populate the Client filter.
   4. To filter Pay Transactions applicable to a specific Pay Batch, populate the Pay Batch filter.
7. Choose one of the following options:
   1. If using the Standard Invoice Filters, select the Validate Filters button to ensure the filters used will create at least 1 invoice. OR Select the Create button to automatically create Invoices (see Figure 5).

2. If using the Transaction Filters, click on the View Transactions button (see Figure 6).

8. If using the Transaction Filters, the Pay Transactions will display in table format. You can click on the Clear Transactions button to clear these Pay Transactions if required.
9. Click on the Export Transactions button to export the Pay Transactions in CSV format.
10. Select the required Pay Transactions to be invoiced by ticking the relevant checkboxes
11. When satisfied with the Pay Transactions selected, click on the Create button (see Figure 7).

12. When created successfully, you will see a confirmation message ‘Success! A batch has been successfully initiated to create the Invoices’ (see Figure 8).

13. Another confirmation message will also appear saying ‘Invoice Creation process completed
14. After the Invoice has been created, users are recommended to review the Invoice and the PDF. If the Invoice is incorrect, users can delete the Invoice which will revert all the data back to the status prior to the Invoice being created. To learn more about reviewing and deleting Invoices, please refer to the QRG Review Invoices.

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Field Descriptions

Assignment When populated, the Pay Transactions to be invoiced will be filtered specifically to the Assignment entered. Client When populated, the Pay Transactions to be invoiced will be filtered specifically to the Client entered. Employee When populated, the Pay Transactions to be invoiced will be filtered specifically to the Employee entered. Invoice Date is the Invoice Date to be displayed on the Invoice. Include Earlier Periods indicates the filter process to review all prior Invoice Calendar Periods that also match the other filters in addition to the Invoice Calendar Period matching the Maximum Invoice Date. Invoice Schedule defines the Invoice Schedule that applies to the Pay Transactions to be filtered. Invoice Type This enables users to filter only on specific Record Types of Pay Transactions. Maximum Invoice Date is the maximum date to use when filtering on Pay Transactions within an Invoice Calendar Period. Pay Batch When populated, the Pay Transactions to be invoiced will be filtered specifically to the Pay Batch entered. Select Invoice Entities the Pay Transactions filtered will be specific to the Invoice Entities selected. Standard Invoice Filters button will automatically create the Invoices of the matching Pay Transactions, without providing users the option to choose which should be invoiced. Transaction Filters button will display the matching Pay Transactions to the filters used, which are available to be invoiced. This requires users to select the Pay Transactions to proceed with the Invoice creation process. Also provides additional functionality with the ability to use the Export Transactions button to review the Pay Transactions externally in Excel.

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Further Information