The two types of resource invoices
The system enables two types of invoices: system-generated and user-uploaded.
The two types can be enabled from: Administrator > Web administrator > Configuration > Settings
“Enable exporting invoices” will allow users to export the system-generated invoices.
“Enable uploading invoices” will allow users to upload their own invoices to the system.
System-generated invoices
System-generated invoices are PDF files generated by the system that list all the tasks within a given monthly resource report or monthly report, and contain the relevant information for invoicing.
Configuration
Follow these steps to set up the system-generated invoices:
Activate “Enable exporting invoices” from: Administrator > Web administrator > Configuration > Settings
(Optional) “Show company logo” will add your company’s logo to the top right corner of the generated PDF file.
(Optional) From the same page, it is also possible to customize the content of the exported invoices:
Select the resource types that should be able to export invoices from: Administrator > Tables > Resource types.
If the system doesn’t have any resource types set, the “Enable exporting invoices” setting will apply to all resources. More info on resource types in the Resource types article.
Exporting invoices requires a role: Can export invoices for enabled resource types
Add the needed role to a role group to apply the change to multiple resources at once.
Exporting system-generated invoices
PDF invoice can be exported from the resource’s Monthly resource report and Resource reports pages:
From My menu > Monthly resource report
If the monthly resource report has multiple currencies, the export will become available once a currency is selected.
From My menu > Resource reports
Users with the Department supervisor role can export invoices for other resources from the above pages. The role Can export invoices for enabled resource types is not required for this.
Additionally, invoices can be exported by users with the Finance role from Finance > Monthly resource report approval status:
And from: Finance > Billing > Resource reports
Resource uploaded invoices
Resources can also upload their own invoices to the system, which will be associated with the resource’s monthly resource report or resource report.
Configuration
Follow these steps to set up the system-generated invoices:
Activate “Enable uploading invoices” from: Administrator > Web administrator > Configuration > Settings
(Optional) “Invoice upload mandatory for submit” will force resources to upload an invoice before they can submit their reports.
Uploading and managing invoices
Monthly resource reports
Basic resources can upload invoices from: My menu > Monthly resource report, using the icon in the top right of the page.
Once uploaded, the icon will change into a folder, indicating one or more files were already uploaded:
Clicking on this icon will take the user to the Invoice file list page, where existing invoices can be downloaded, deleted, and new files or updated versions of existing ones can be uploaded:
All uploaded invoices can be seen from Finance > Monthly resource report approval status, in the “Invoice received” column.
Clicking on this column will take the user to the Invoice file list page, where existing invoices can be downloaded, deleted, and new files or updated versions of existing ones can be uploaded:
Resource reports
Basic resources can upload invoices from: My menu > Resource report, using the “Add invoice” column.
Once uploaded, the icon will change into a folder, indicating one or more files were already uploaded:
Clicking on this icon will take the user to the Invoice file list page, where existing invoices can be downloaded, deleted, and new files or updated versions of existing ones can be uploaded:
This page can also be accessed from the Resource report’s Full view > Invoices tab.
All uploaded invoices can be seen from Finance > Billing > Resource reports, in the “Add invoice” column.
Clicking on this column will take the user to the Invoice file list page, where existing invoices can be downloaded, deleted, and new files or updated versions of existing ones can be uploaded:
A reminder to upload an invoice can be sent to a resource using the “Send invoice reminder email” column (1), or sent to all resources in the current page using the “Send invoice reminders” icon (2) on the bottom of the page.
