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Creating an Invoice for an On-site Contractor

This section explains how to create an invoice from an on-site contractor’s purchase order.

On-site contractors are paid out of accounts payable, not payroll. The supplier's invoice is entered, and the invoice lines may be matched to the timecards entered by the on-site contractor. The liabilities created by the timecards are collected on the contractor’s purchase order.

The reconciliation of the supplier's invoice for the work performed by the on-site contractors may either be performed with APM's invoicing function, or manually outside of invoicing.

If the invoice is reconciled within APM invoicing, a purchase liability is created for each of the on-site contractor timecards. In this case, APM invoicing works the same way as it does with other purchase order invoices:

•	Invoice lines are created for each timecard

•	The time (quantity) invoiced can be adjusted down if the full time is not being invoiced. The time invoiced cannot be increased to a value greater than what was reported on the timecard

•	The value of the invoice line may be changed to the price on the invoice. The change is subject to the standard invoice price change tolerance checks.

•	Once the invoice is balanced and any price changes have been approved, the invoice is posted. Maintenance costs are updated with the difference between the value of the time cards and the invoice lines

To Create an Invoice

1.	From the Site window, select the Purchasing view, the Purchase Orders tab, and then the Purchase Orders tab. By default, this tab lists all open purchase orders for the site and below.

2.	Find the contractor’s purchase order from either the Open purchase orders or Closed purchase orders configuration.

3.	Right-click the purchase order and select Invoice and then Regular Invoice. The New Invoice dialog appears.

The system automatically completes the supplier name and number and selects the option Prompt all open liabilities. When this option is selected, the system creates an invoice line for each un-invoiced liability related to the purchase order. For on-site contractors, an invoice line is added for each contractor timecard entered against the purchase order.

4.	Enter the following information, as required:

Setting Name

Description

Invoice Number

The supplier’s invoice number. An invoice number must be provided, and it must be unique by supplier and site. You cannot enter multiple invoices with the same invoice numbers from the same supplier. This helps to ensure the same invoice is not entered twice.

Receiving Report

Select the receiving report that contains the purchase order lines that you want to include on the invoice.

Packing Slip

The number of the packing slip associated with this invoice. This is only relevant for invoices associated with purchase orders. If you enter a packing slip number, the system creates an invoice line for each purchase receipt associated with this packing slip and purchase order. That is, for all purchase order lines that have the same packing slip number entered on the receipt. If the packing slip box is left blank, the system creates invoice lines for all uninvoiced purchase receipts associated with the selected purchase order.

Invoice Type

Select the type of invoice that you are creating. The invoice type: • Can be used to group and order invoices • Controls whether the invoice is a regular type of invoice or a credit memo • Controls the types of invoice lines that can be added to the invoice • Controls if the invoice requires approval Invoice type is not mandatory. If an invoice type is not selected, the invoice does not require approval.

Invoice Amount

The total amount of the invoice in the supplier’s currency. The system compares this amount to the total of all of the invoice lines to determine if the invoice is balanced or not. For credit memos, you must enter a negative amount (e.g. -$250.00). If you do not enter the invoice amount, the system sets this amount to the total value of the created lines.

Payment Term

The payment term for the invoice.

Discount Percent

The percentage discount applied to the invoice.

Voucher Number

If you use voucher numbers to track invoice hard copies, enter the invoice’s voucher number. The system may automatically enter the next available voucher number if this setting is turned on for the site.

Invoice Date

The date on the invoice.

Invoice Received

The date that the invoice was received. The system automatically fills in today’s date, but you can change the date if necessary.

Discount Date

The date that payment for the invoice is due if the discount is to be applied. If you selected a payment term and invoice date, the system fills in the appropriate due date. You can change the prompted date, if necessary.

Discount Amount

The amount of any discount applied to the invoice. If you filled in the invoice amount and discount percent, the system fills in the amount automatically.

Payment Due

The date that payment for the invoice is due. If you selected a payment term, the system fills in the appropriate due date. You can change the prompted date, if necessary.

5.	When you are finished entering the appropriate information, click OK. The system creates and opens a new invoice. If requested, invoice lines are created for all un-invoiced purchase order lines.

6.	Now that you have created the invoice, you can add notes, attachments, and comments to it.

7.	You can also add invoice lines and work with the invoice. For more information, see:

•	Adding Regular Expense Lines to an Invoice

•	Adding Extra Charge Lines to an Invoice

•	Adding Tax Lines to an Invoice

•	Balancing an Invoice