Accepting Final Invoices

In DPS, you make an invoice final through the Accept process. You can accept an invoice in Interactive Billing or Batch Billing. You must specify a new or existing invoice file to which the accepted transactions will be added before you accept the invoice.

Typically you run draft invoices in Batch Billing and accept final invoices in Interactive Billing. If invoice approval is enabled for the project, the invoice must be approved for billing before you can accept it. After you accept an invoice, you must post the invoice in the Transaction Center.

What Happens When You Accept an Invoice

When you accept a final invoice, DPS does the following:

• Automatically assigns an invoice number. If an invoice is accepted that has no current billings, but still has outstanding accounts receivable, the invoice is created with a number of <State>, indicating statement. If you used the Assign Invoice Number feature to reserve the next invoice number to be used when generating invoices for a particular project, DPS uses this assigned number.
• Prints the final invoice with the assigned number.
• Enters the invoice transaction in the Transaction Center. You can later post the invoice through invoice posting.
• Marks the transactions included on the invoice as billed (so that DPS will not bill them again).
• Releases all Held transactions for billing (if the Release Holds Automatically option is selected on the Miscellaneous tab of the Billing Setup form).
• Removes all written-off and deleted detail from the Interactive Billing Labor, Expenses, and Units tabs.
• Updates previous fee billing section if billing terms are defined.
• Updates the Invoices on File section in Interactive Billing, therefore making this invoice available to be reprinted or voided.
• Increments the next invoice number in the project’s billing terms or on the Billing Setup form, depending on your numbering method.

Use Interactive Billing to Accept an Invoice

If you use Interactive Billing to accept an invoice, before accepting the invoice you can change some aspects of the invoice transactions to be created on the Invoice Accept dialog box. For example, you can change the account number affected by the transaction. You can also insert an invoice transaction from the Invoice Accept dialog box before accepting the invoice.

You must belong to a role with the proper access rights to accept final invoices (Interactive Billing - Allow Final Processing).

Use Batch Billing to Accept Invoices

If you are using Batch Billing to accept your final invoices by setting the Run Type to Final, DPS does not allow you to modify the invoice transactions to be created on the Invoice Accept dialog box, as in Interactive Billing.

You must belong to a role with the proper access rights to accept final invoices (Batch Billing - Allow Final Processing).

Posting Process

Accepting an invoice does not post to the general ledger or project AR. It creates an invoice record for the accounts and amounts that you accepted, just like the invoice records that you enter when you record manual invoices from the Transaction Entry form in the Transaction Center.

This record becomes part of a transaction file that may include manually entered invoice records (if you select to add the invoice to an existing invoice Transaction Entry file). You can edit this file in the Transaction Center.

After you review the transaction entry file, post the file to update appropriate billed-to-date fields throughout DPS, and to update your general ledger and accounts receivable ledger. The posting process is the step that updates your database.