Invoices Grid

Use the grid on the Invoices tab to review information about the invoices that are associated with the currently selected project. You can also use this grid to view, enter, or edit details and comments related to the invoices. Draft invoices awaiting approval precede the grid.

Draft Invoice

if you are assigned to approve or reject invoices for the currently selected project and an invoice is awaiting approval, DPS displays a red exclamation point on the Invoices tab. In this case, an extra row precedes the grid, labeled Draft, followed by the invoice date and the invoice amount contained in the draft.

Click on or hover over the draft invoice and click to the right of the row to perform one of the following actions:

• Display Draft Invoice: Before displaying the draft invoice in a separate window as a PDF, RTF, Microsoft Word, or Microsoft Excel file, DPS displays the Additional Documentation dialog box (refer to the documentation for the Additional Documentation dialog box for details).
• Approve Invoice: DPS displays the Billing Comments dialog box, in which you can enter a comment and then approve the draft invoice (refer to the documentation for the Billing Comments dialog box for details).
• Reject Invoice: DPS displays the Billing Comments dialog box, in which you can enter a comment and then reject the draft invoice (refer to the documentation for the Billing Comments dialog box for details).

  If the invoice's project is the main project for a billing group, all projects within the billing group are rejected as well. If an invoice is rejected, anyone who has required security access can display the invoice in DPS Interactive Billing and make changes to that invoice and submit it for approval again.

• Draft Invoice Comments: DPS displays the Billing Comments dialog box, in which you can enter "in process" comments for the draft invoice (refer to the documentation for the Billing Comments dialog box for details).

Contents of the Invoices Grid

Field	Description
Invoice	This column displays the invoice number.
Invoice Date	This column displays the invoice date.
Invoice Total	This column displays the invoice amount. This amount includes fee, labor, expenses, consultants, taxes, interest, retainage, and all add-ons except retainer.
Applied Retainer	This column displays the amount of the retainer that is applied to the invoice. This column only displays if retainers are enabled in DPS(Configuration > Accounting > System Settings).
Amount Paid	This column displays the sum of all payment amounts that have been applied to the invoice, including retainers.
Credit Memos	This column displays the sum of the credit memos that have been applied against the invoice.
Retainage	This column displays the retainage amount for the invoice that is not currently due. This amount is affected by retainage amounts entered on credit memos. This column only displays if retainage is enabled in DPS (Configuration > Accounting > System Settings).
Amount Due	This column displays the original invoice amount less any payments, credit memos, and outstanding retainage (because retainage is not considered due at this time).
Days Out	This column displays the number of days, from the invoice date to today, for which the invoice has had an unpaid balance.

Invoices Grid Tools

To interact with individual invoices in the grid, click on or hover over an invoice in the grid and use the following tools:

• Click to display invoice amounts by invoice section, payments received, and any credit memo amounts posted against it.
• Click to perform one of the following actions:
  • Filed Invoice: Depending on settings in the billing terms, the Additional Documentation dialog box may display first, to give you the option to also view the Billing Backup report or supporting documents along with the invoice. The dialog box displays only when the invoice was not edited outside of DPS and then uploaded, and when the billing terms for the project have the Print Backup Report or one of the Print Supporting Documents options selected.

    Select the options you want and click Continue to display the invoice with any selected additional details. When the invoice opens, it displays in one of these supported file types: PDF, RTF, Microsoft Word, and Microsoft Excel.

    If the invoice was edited outside of DPS and then uploaded, the Backup Report displays if the billing terms for the project are set to print it. The A/P Voucher or Expense Report supporting documentation does not display, even if the billing terms are set to print them.

  • Invoice Details: Opens the Details for Invoice dialog, in which you can view all invoice, credit memo, and payment information by invoice section (Fee, Labor, Consultant, and so on)
  • Accounts Receivable Comments: Opens the Accounts Receivable Comments dialog, in which you can review, edit, add, or delete accounts receivable comments for the billing client of the current project.