Part Invoicing is a way to Invoice certain parts of a Project while keeping the project active. Maybe you need to invoice everything up front or you want to invoice daily or weekly, while the Project is ongoing.
Now we've made it possible to Part Invoice on Future Bookings (since v.6.6 SP1) - where before it was only possible to part invoice time reported Bookings and Extras added to the Project (as well as Media Orders and Project Work Orders, of course).
If your workflow calls for you to partially invoice Bookings that are in the future (that have not yet been time reported), there is now a setting to enable this within the farmerswife server setup > Financial tab:
The additional settings provide which actions should be allowed on the part-invoiced future Bookings:
Time Reporting: Enabling this setting allows you to time report and actualize the Booking -- this becomes data for reporting. (More info below)
Changing Status: Enabling this setting allows you to change a Booking's status. (More info below)
Changing Times: Enabling this setting allows you to change the time of a Booking.
Changing Dates: Enabling this setting allows you to change the dates of a Booking.
- Changing Amount Of Days: Enabling this sub-setting allows you to also change the amount of days of the Booking. (This setting only becomes available when enabling the Changing Dates setting.)
Involved Objects: Enabling this setting allows you to adjust or remove any Involved Objects in a Booking.
When performing any of the actions above, a pop-up notification will remind you that this Booking has already been Part Invoiced.
Create a Part Invoice
In this example, we will use our "I Love Music" project scheduled for the week ahead.
To create a Part Invoice, we will need to access the Invoice Creator > Active/Pending Projects pane.
Highlight and right-click Project to get the dropdown menu and choose Part Invoice.
In the selection window, you can choose which Bookings (and other items) to include in your Part Invoice.
Coloring is as follows:
Green: Time reported Booking
Yellow: Future Booking
Gray: Extras (Service, Expense, Material, etc.)
Note: Items that will NOT be available for Part Invoicing: Bookings in th past that have not been time reported
After you choose which items you want included in your Invoice, click OK and Confirm to create a new Invoice.
Your new Invoice will sit in the New Invoices pane. Double-click to open the Invoice. Click on the Reports icon in the bottom-right corner to print an Invoice.
Back in the Edit Project Window, the Bookings' time report icon will be grey, indicating this Booking has been invoiced. *Note: With the Time Reporting setting enabled, you can still edit this time report.
Change Booking Status on Part Invoiced Booking
Continuing with our example scenario, the future Bookings have been invoiced. But what if our Project gets canceled and we want to change the status of the Bookings, or perhaps resell the Bookings to another client on another Project?
By enabling the Changing Status setting referenced above, you can change the status of Bookings after they have been invoiced.
In the Hourline when Status icon is displayed, choose the icon to change the Global Status of the Booking. Or choose the Booking Menu > Global Status > choose Global Status. A popup will appear reminding you that this Booking has already been Part Invoiced.
Edit Time Report on Part Invoiced Bookings
By enabling the Time Report setting references above, you can edit, add, or remove the time report on a Part Invoiced Booking. *Note: The time report change will not reflect on the existing Invoice but can be displayed in a financial report.