LEADING Job Manual - Client invoice & client invoice draft

 

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Table of contents

What is the Client invoice module?

What is a client invoice draft & how do I work with it?

How do I create a client invoice draft for one specific job?

How do I create multiple client invoice drafts?

How can I add services to an existing client invoice draft?

How do I modify a client invoice draft?

Excursus “How do I use an alternative address in a CI?”

How do I modify the draft’s services?

How do I authorize a client invoice draft?

What is a client invoice & how do I work with it?

How do I create single/multiple client invoices?

Create & send CI automatically

Create CI without email to client

How do I resend a client invoice to the client?

How do I cancel a client invoice?

Cancel invoice and send to client

Cancel invoice without email

What options can I use both for CI and CI drafts?

How do I view or print a CI/ CI draft?

How do I send a CI/CI draft to someone else than the client?

How do I export a CI/CI draft to a zip archive?

 

What is the Client invoice module?

It’s the best time of a project, when the real work is done: The new website is online, the TV spot on air, the billboards are up. Now it’s time to get paid. In this chapter we’ll show you how to create and modify a client invoice draft, transform it into a final client invoice (hereafter abbreviated as CI), work with multiple drafts and CIs at the same time, send the CI to your client, keep track of its status or cancel it if necessary.

 

Unlike other modules, where new, empty entries can be generated, you create a new CI based on existing datasets, whether from a job, or from the CI draft module. To better distinguish between drafts and CI that have already been sent to the client, we have two different entry points in our menu: Client invoice and Client invoice draft.

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In addition to the chapters in this manual, we provide a mini-tutorial series on the basics of LEADING Job/Periscope. Please click on this link to view the video “How to create, change, send & cancel a client invoice”.

 

What is a client invoice draft & how do I work with it?

LEADING Job/Periscope uses client invoice drafts to facilitate the verification and modification process of client invoices. Before the final CI is created, you can edit the draft and decide if all chargeable services should be charged or not and adapt it to your client’s needs.

 

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There are a few requirements when creating a client invoice draft:

 

·    A number range which you can use for Client Invoice drafts.

·    A job with chargeable services (delcredere or non-delcredere with agency commission)

·    An approved supplier invoice, if the job contains one.

·    The user privilege to create a client invoice draft assigned to you.

 

You can create a client invoice draft for one specific job, for multiple or all jobs. You can also create multiple drafts for one job. You may do so on the job level as well as on the client, product or campaign levels. In the case of such a multiple selection a CI draft is created for each Job.

 

Services (external, media, service, hours, cost, advancement) of a selected job will only be assigned to a client invoice draft if they meet the following criteria:

 

·      They are chargeable.

·      They are not assigned to an existing invoice draft.

·      They haven’t been invoiced yet.

·      They aren’t part of a supplier invoice that’s currently being approved (media and external services only).

·      They are not being modified by another user at the same time, since this can lead to inconsistencies.

 

If the feature „only consider external costs with existing SI” is activated, then services (both external and media services) are only assigned to a client invoice draft if they already exist in an approved supplier invoice.

 

How do I create a client invoice draft for one specific job?

To create a single CI draft, you start in the job module.

 

1.    In the job overview list, you select the job you want to create an CI draft for. You click on the button “Prepare draft invoice

 

2.    A dialogue box opens where you can choose if you want to only consider external services with existing supplier invoices. This ensures that open services, for which there are no approved supplier invoices in the agency, are not billed in advance. Tick the checkbox “Still allow entering timesheets” if you want to do an interim invoice for a job, that’s not yet finished but has already accumulated several billable services.

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3.    Click on “Create draft invoice”. Another dialogue box opens with a link to the CI draft module. Click on it if you want to continue proceeding with the invoicing process or click on “close” if you want to remain in the job module.

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4.    If the CI draft couldn’t be created or if certain services are not considered, then the system offers an info message.

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The created draft should now be displayed in the CI draft overview list. If it isn’t, please change any filter that could restrict the correct display.

 

How do I create multiple client invoice drafts?

To create CI drafts for multiple or all jobs, switch to the CI draft module.

 

1. In the overview list of CI drafts click on the button “Create draft invoice”.

 

2.    A dialogue box opens in which you can choose for which client you want to create the draft invoices. You have three options: Do you want to create CI drafts for all the clients of your agency, just for clients assigned to yourself or to a list of individually selected clients. Please specify if the system should consider only external services with existing supplier invoices and if entering timesheets should still be possible after creating a CI draft.

3.    Click on “Create”. An info box informs you of the number of draft invoices you have just created and how many jobs weren’t considered as they don’t contain any chargeable services.

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4.    The created draft should now be displayed in the CI draft overview list. If it isn’t, please change any filter, that could restrict the correct display.

 

For the next steps in the invoicing process please see the following chapter “How do I create a client invoice?”.

 

How can I add services to an existing client invoice draft?

There’s a newly approved service in a job or one with a supplier invoice that’s just arrived? You can add services to an existing CI draft, too.

Services (external, media, service, hours, cost, advancement) can only be added to an existing draft if they meet the following criteria:

·      They are chargeable.

·      They are not yet assigned to an existing draft invoice.

·      They are not yet invoiced.

·      They are not part of a supplier invoice that’s currently being approved (media and external services only).

·      They are not being modified by another user at the same time since this can lead to inconsistencies.

·      They can be only added to invoice drafts created by yourself (depending on the privileges assigned to you).

 

1.    To add a service, double-click on the invoice draft you want to add it to. The service overview window opens. Now click on the button “Check for new chargeable services”.

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2.    A dialogue box opens, where you can again specify if the system should consider only external services with existing supplier invoices and if entering timesheets should still be possible after adding the service to the CI draft. Click on “OK”.

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3.    All services of the job connected to the draft invoice, that fulfill the above listed criteria, have been added to the CI draft.

 

How do I modify a client invoice draft?

When you select a CI draft in the CI draft overview window on the left, you can find all the important information in the right-hand window.

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The information is presented in eight sections:

1.    General

2.    Payment status

3.    Print

4.    Job Text

5.    Header Text

6.    Footer Text

7.    Email

8.    Info

 

To modify any information, click on the button “Edit” and open the relevant section.

 

1.    Section “General”

 

·      The address field contains the address data from the client’s master data entry. The address can be modified manually.

 

·      Alternative address and Client contact are, depending on the defaults at the higher levels empty or filled and can be changed by clicking on the arrow on the right side of the field. Choose one entry from all the address and client contact options available in the master data.

Excursus “How do I use an alternative address in a CI?”

In the master data, you have the possibility to add each entry from the "Addresses" sector to the " Invoice recipient" as well. If you create a client invoice (draft) that should go to a recipient other than the one specified in the client data in the job, you can then select an alternative address from the "Invoice recipient" sector.

An example: The CI should go to the finance department, which has a different location than the client's headquarters entered in the master data. Create a new entry in the master data in the "Invoice recipient" area. In the job (before creating the draft) at the field “invoice recipient client invoice”, or later in the CI draft, select this entry in the „invoice recipient” field. The CI will now be sent to this address and the corresponding contact person.

Please note that, depending on your accounting system and the related system settings and master data settings in LEADING Job/Periscope, it might be possible that the accounting number of the debtor will change to the one of the new invoice recipient.

 

·      You can enter the external job number by which your client is matching your invoice with his order in this field.

 

·      The Job print title field allows you to adapt the printout of the job name (automatically applied) on the layout of the client invoice draft.

 

·      The default settings of the fields “Payment terms”, “Officer in charge”, “Language” and “Currency” derive from the client data set available in the master data and can be modified by clicking on the arrow on the right side of the fields. The available data is taken from the master data, too.

When choosing any other currency than your agency’s default setting another field with the current exchange rate is shown, too.

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The chosen payment terms, language and currency are then applied in the Print/PDF format of the CI.

 

2.    Section “Payment status”

As you are still working with a draft that hasn’t been sent yet, you can’t edit the info in this section.

When working with the final CI, you can manage in this section the status of payment.

There are four possible answers to the question, if the client has already paid: no, partially, yes and overpaid. You can enter the payment date. In case the payment was partially or overpaid, you can enter the difference between payment and invoice total in the field “Open amount” manually.

 

3.    Section “Print”

This section covers information that is relevant when printing your CI draft/CI.

 

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·      The first field in this section contains a number range suggested to you as a default from the master data, but you can change it by selecting another entry from the drop-down list.

·      The Invoice date is set by default to the current date. Accounting date, Value date and Due date are calculated accordingly. Every time you open the CI to edit it, the values will be recalculated automatically by the system. If you want to lock the dates once and for all you can activate the checkbox “Set dates manually”. The system will now keep them as manually set rather than updating them automatically.

·      Enclosure:  If you need to add documents to the CI  you can enter the document names in this field.

·      Activate the respective checkboxes “Attach client invoice documents” and “Attach supplier invoice documents” if you want that those documents appear in the print/PDF form of the CI.

·      In the field “Print form” you can select one of the available layouts, in case there is more than one layout used in your agency.

 

4.    Section “Job text”

This field shows the text from the briefing text field of the job the CI was created from. Any change made here doesn’t affect the original briefing text in the job.

 

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5.    Section “Header and footer texts”

In this section you can add and format text blocks that precede (header) and follow (footer) the service list and the total of the CI draft/CI. Both header and footer texts are created in the same way:

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To select an already predefined text block, click on the right side of the field “Template” and choose the right on from the dropdown menu. You can create and edit the text templates in the master data.

The second option is to enter a text manually. For this purpose there are three sections at your disposal. You can edit the font in each section separately with the options "Regular", "Bold", "Bold italic" and "Italic".

 

 

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The text manually entered in Part 1, 2, and 3 will only be printed on this draft. If you want to use it for other drafts, too, you have to save it as a template first.

 

6.    Section “Email”

In this section you find all the options for sending the final, authorized CI to your client. A print PDF is generated and attached to an e-mail, which is automatically sent in the background via your mail program.

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·      The “To” field is filled by default with your client contact. You can delete and replace it with the alternative address contact or simply use both email addresses.

·      You can add your alternative address contact in the “CC” field.

·      If there are any employees in your agency, that should get a blind carbon copy, please add them by clicking in the “BCC” field and selecting their email addresses from the dropdown list.

·      Fill in the “Reply to” field in the same way.

·      The content for the field “Subject” and “Message” is taken by default from existing text templates. The default text includes tags for a formal salutation, the number of the CI, your first and last name and the name of your agency. For more information about how to change the email templates and add other tags, see chapter “Master Data”.

You can edit the predefined text manually and use all the formatting options available.

 

7.    Section “Info”

This section contains information who created this CI draft and who edited/modified it and when.

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When you have entered/edited all relevant data, scroll back up and click the “Save” button.

How do I modify the draft’s services?

After having created a CI draft, you can modify the services contained therein.

 

1.    Double-click on the CI draft in the CI draft overview list, the service overview window opens.

2.    Click on the service you want to edit. In the right-hand window you can add, change or delete the necessary information.

 

Not all the information in a draft’s service can be modified. Service category, Service date, Unit, Currency, Lump sum and Sales price can’t be edited anymore at this stage and the fields are greyed out.

 

 

3.    You can generate Totals for each type of services just like you would when working in with a cost estimate. You can generate totals automatically via the button menu on the left window. Or you can create a subtotal service manually when clicking on the “New” button in the right window.

Please see chapter “Modul Cost Estimates”, subchapter “How do I generate totals in an cost estimate?” for a detailed guide to create a new total.

4.     You can also add extra text services by clicking in the right window on ‘”New” and then on “Text”.

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The text service will automatically be inserted at the bottom of the service list. You can then select it and drag&drop it to any other row you like.

How do I authorize a client invoice draft?

LEADING Job/Periscope offers you a very secure and comprehensible authorization process.

 

Every new CI draft starts either with the status “draft”, with no responsible assigned to it or “draft (delegated)” with a responsible employee, that was assigned with this task in the job you created the draft from.

 

The system lets you only change the status following a predefined, logical order:

You can change the status either like this: draft -> draft (delegated) -> draft (authorized).

Or vice versa like this: draft (authorized) -> draft (delegated) -> draft

 

If you want to authorize a draft, please verify with the system administrator in your agency that you have the right to do so.

 

1.    To check the current status of a CI draft you select the draft and click on the button “Status” in the upper left corner of the CI draft overview window.

 

2.    A dialogue window opens in which you can see who created the draft, who has changed the status when and why and which employee it has been delegated to. The status changes made to a draft will still be traceable via this window when the draft is transformed into a final CI.

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3.    If you want to assign the draft to a colleague, click on the button “Change status” and select the option “draft (delegated)”. In the field to the right, select the name of the employee you want to assign the draft to. Then click on “Apply”.

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An email with the notification about the delegation of the draft is sent automatically to the employee to whom the draft hast been delegated.

 

4.    If you want to authorize a CI draft, you can do that in this very window, too. Click on the button “Change status” and select the option “draft (authorized)”. Then click on “Apply”.

An automated email with a notification about the authorization has been sent to the person who has delegated the CI draft.

 

5.    Before you save the changed status, you can test whether the selected option is actually applicable. To do this, click on the "Test" button in the bottom right corner.

 

6.    The other status options that you see when opening the drop-down menu in this window can’t be activated through this window. If you try it, you get an info message like this:

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7.    You can add and remove documents of any type in the "Documents" field by dragging and dropping.

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8.    Notes for yourself and your colleagues who are also working on the CI draft can be entered and formatted in the "comment" text field at the very bottom. If you want to add only one document or comment, you can also click "Add comment" directly on the top of the button menu. Click "Apply" to save your changes.

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9.    You can also save the status history for use outside LEADING Job/Periscope by clicking the "Export" button. An Excel file will be saved in your download folder.

 

10. It is possible that colleagues are working on the job at the same time as you. In order to always have the most current status displayed in the open dialog box, click on the "Refresh" button in the button menu.

 

11. Click "Close" to close the CI draft status dialog box.

 

When a CI draft is authorized it is ready for payment and the client invoice can be created. How to proceed with creating an invoice from a draft please read the following chapter.

What is a client invoice & how do I work with it?

In LEADING Job/Periscope, a client invoice is the final invoice form that is sent to the client, after the draft has been authorized. The system ensures that invoices, credit notes and its copies – including cancelled invoices – are being numbered with a unique automatic sequential number. The system also keeps track of them for legal administrative and financial purposes; all entries from the client invoice module are transferred to your financial accounting system.

How do I create single/multiple client invoices?

There are a few requirements when creating a client invoice:

 

·    A number range which you can use for Client Invoice.

·    A draft invoice

·    The user privilege to create a client invoice assigned to you.

 

There are two ways to create a final client invoice from a draft:

1.    Create client invoice and send it automatically to client, all in one go.

2.    Create the client invoice, without sending it instantly to your client.

Create & send CI automatically

1.    Go to the module “Client invoice draft”. In the overview window select the draft you want to transform into a final client invoice and send instantly to your client. You can select multiple drafts to be transformed simultaneously into the final invoice. Click on the button “Send to client”.

2.    A window will open where you can change or check the booking dates of the CI before sending it to the client. Make all necessary changes and click on "Send" if all data is correct. Of course, this option is also available after multiple selections, provided that the selected CIs are based on the same booking data.

           

 

3.    The selected drafts have been sent automatically via email to your client. You’ll find the emails in the “sent”-mailbox of your email program.

Create CI without email to client

1.    In the overview window select the draft you want to transform into a final client invoice without sending it to anyone. You can select multiple drafts to be transformed simultaneously into the final invoice. Click on the button “More actions” and select the option “Create invoice from draft without email

2.    A window will open where you can change or check the booking dates of the CI before creating it. Make all necessary changes and click on "Create" if all data is correct. Of course, this option is also available after multiple selections, provided that the selected CIs are based on the same booking data.

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3.    You’ll find the newly created CI as new entrys in the CI overview list.

How do I resend a client invoice to the client?

You can resend any single or multiple invoices as often as you wish. The status of the invoice will be left unchanged by this action.

1.    In the overview window of the CI module, select the CIs that you want to resend. Then click on the button “More actions” and select the option “Resend the invoice to the client as it is”.

 

2.    Click on “Yes” in the dialogue box.

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3.    The CI is resent to the client.

How do I cancel a client invoice?

After an invoice was issued (and booked), it is locked and protected from changes, because it is an official document with fiscal relevance.

But what if the client requests a change to an invoice he received? Then you need to cancel the CI. LEADING Job/Periscope then creates a cancellation document alongside with the reverse booking lines needed.

After the cancellation, the original invoice is still there in the overview list of invoices, but now it is labelled "invoice (cancelled)" and can be re-printed if needed.

Secondly, a credit note will be generated with the negative amount of the original CI, with the status “invoice (cancellation)”, that you can send to your client.

 

You have two possibilities to cancel a CI:

1.    Cancel invoice and send to client

2.    Cancel invoice without sending it to client

 

You can cancel multiple invoices in one go, too.

Cancel invoice and send to client

Choose this option if you want to send the created credit note with the negative amount of the cancelled CI automatically to your client.

1.    In the overview window of the CI module, select the respective CIs that you want to cancel. Click on the button “More options” and select the option “Cancel invoice and send to client”.

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2.    Click on “Yes” in the dialogue box

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3.    A window opens, where you can edit all the options for cancelling the invoice:

You can select a different number range, change the invoice date and the accounting date.

Activate the checkboxes if you want to attach documents related to the client invoice or a connected supplier invoice.

If you wish to re-create a draft invoice identical to the client invoice you want to cancel, make sure you activate the checkbox “Generate drafts”.

Select a different print form, if your agency has more than one.

You can edit the fields “To”, “Cc”, “Bcc”, “Reply to”, the default content is taken from the original CI.

You can edit the subject and the message of the email sent to your client, too. By default, the content Is created through a text template that’s located under Administration -> System -> Email templates.

When you have edited the email click on “Ok”.

1.    A credit note with the negative amount of the cancelled invoice is sent to the client. It will appear in the CI overview window with the status “invoice (cancellation)”.

2.    The original cancelled invoice will appear in the CI overview window with the status “invoice (cancelled)” added to it.

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Cancel invoice without email

1.    In the overview window of the CI module, select the respective CIs that you want to cancel. Click on the button “More options” and select the option “Cancel invoice without email”.

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4.    Click on “Yes” in the dialogue box

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5.    A window opens, where you can edit all the options for cancelling the invoice:

You can select a different number range, change the invoice date and the accounting date.

If you wish to re-create a draft invoice identical to the client invoice you want to cancel, make sure you activate the checkbox “Generate drafts”.

Select a different print form if your agency has more than one.

When all entry fields are set correctly, click on “Ok”.

3.    A credit note with the negative amount of the cancelled invoice is created. It will appear in the CI overview list with the status “invoice (cancellation)”. You can resend it to the customer in a later step.

4.    The original cancelled invoice will also appear in the CI overview list with the status “invoice (cancelled)” added to it.

What options can I use both for CI and CI drafts?

There are some options that are the same either in the CI module and the CI draft module. We have listed them below:

How do I view or print a CI/ CI draft?

You can view and then print a draft or CI at any time in the invoicing process.

1.    In the overview window of either the CI draft or the CI you select the CI/CI draft you want to print. Then click on the button “Preview.

In this case, multiple selection isn’t possible. If you want to print more than one CI, you have to open the preview mode for each CI separately.

2.    A extra tab opens in your browser with the CI/CI draft in question. You can now review it if everything is displayed to your liking. Then you can print the PDF via the print function in your browser.

 

How do I send a CI/CI draft to someone else than the client?

You might want to ask a colleague for his opinion on a wording in a CI/CI draft’s description, an external freelancer on some details on a service or any other topic regarding a CI/CI draft. You can do that easily by sending a created CI/CI draft to someone inside or outside your agency via email.

 

1.    In the overview window select the CI/CI draft(s) you want to send. Click on the button “More actions” and select the option “Send draft/invoice to colleagues or other email addresses”. This action causes no status change for the selected CI/CI drafts.

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2.    A window opens, where you can edit the options for sending the email.

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Activate the checkboxes if you want to attach documents related to the client invoice or a connected supplier invoice.

Fill in the fields “To” and “CC” with the email addresses you need, and press enter. The fields “BCC” and “Reply to” are prefilled with your own email address, but you can change that entry manually, too. When you have written an accompanying text and filled in the subject you can click on “Send”.

 

3.    An info message about the successful sending appears. You’ll find the email in the “sent”-mailbox of your email program.

 

 

How do I export a CI/CI draft to a zip archive?

If you have several CI/CI drafts for one client you can export all the CIs in question as a ZIP archive and you can send them in one go. In the created ZIP archive you’ll find every CI in a different folder, with all the attached documents, e.g. supplier invoice scans.

 

1.    In the overview window select the CI/CI draft(s) you want to export. Click on the button “More actions” and select the option “Export to zip archive”. This action causes no status change for the selected CI/CI drafts.

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2.    A window opens, where you choose if you want to attach documents related to the client invoice or a connected supplier invoice to the exported CI/CI drafts.

 

3.    The thus created zip file is saved in your browser’s download folder. When you open it, you’ll find every CI/CI draft as a PDF (and the related documents) in a separate folder. You can now save them in your agency’s digital archive system.

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