Accept the Final Invoice in Interactive Billing

You accept an invoice as the final step that you perform in Interactive Billing before you post the transaction in the Transaction Center.

If invoice approval is enabled for one or more of the projects, some billing session options cannot be changed for those projects unless you first unsubmit the invoice. If you do that, the invoice must be approved again before you can accept it. If you enter a value for one of those "locked" billing session options that conflicts with the value entered for the invoice during the approval process, DPS uses the value set during the approval process when it generates the invoice.

If you use Pre-Invoices in DPS, make sure the Process Pre-Invoices check box on the Pre-Invoice tab in Billing Terms for a project is cleared before you complete these steps. If not, you will accept a pre-invoice instead of a regular invoice.

If you enable Employee Realization in Settings > Accounting > Labor Options, use the Invoice frequency, and there are labor or employee-specific unit transactions in Bill status that were accepted, the Employee Realization Allocation dialog box appears after all the steps in this procedure so you can run Employee Specific Unit Realization and Labor Realization details.

To accept a final invoice in Interactive Billing:

1. From the Navigation menu, click Billing > Interactive Billing.
2. On the Billing Session Options dialog box, select your billing session options and click OK.
3. On the Interactive Billing form, select the projects for which you want to create final invoices.
4. On the toolbar, click Invoice > Accept.
5. On the Invoice File Selection dialog box, select one of the following actions:

   • To select an existing file, click the file and click OK.

   • To create a new file, click New and enter a name for the file in the File Name field. The purpose of this name is to make the group of invoices easy to identify in the Transaction Center.

     DPS adds the transactions (the total amounts extended on the invoice for fees, labor, expenses, units, additional charges, and taxes) that develop from generating your final invoices to the selected or new invoice file.

6. On the Invoice Accept dialog box, review the invoice transaction accounts and amounts for the project and change any information if needed.  
7. When you are satisfied with the information that will appear on the final invoice, click OK. When you accept multiple invoices during an Interactive Billing session, DPS adds all the invoices to the same invoice transaction entry file. After you accept all of the invoices, you can review and edit the transaction entry file in the Transaction Center.

   If there are labor or employee-specific unit transactions that are on Bill status and accepted in the Invoice Accept dialog box, the Employee Realization Allocation dialog box appears. For more information, go to Step 7 of Allocate Employee Realization by Invoice Frequency.