Generate AR Invoice (Time Recording)

1. INTRODUCTION

1.1 WHAT’S IN THIS MANUAL

This document intends to guide the Admin User about the “Generate AR Invoice(Time Recording) Form process information and usage within the VIENNA Advantage System. The goal of demonstrating to the user the screens, transactions, and reports, is to guide the users to perform relevant setup and configurations to fulfil and exceed customers' ever-changing requirements. 

1.1.1 PRODUCT SUPPORT

In case of any queries related to this user manual, you can contact VIENNA Advantage at https://www.viennaadvantage.com/about-us-contacts.php

2. Generate AR Invoice (Time Recording) Form

Time and Expense management is an essential part of resource management in an organization, helping companies where time and costs directly impact profits.  

Time Recording is recording how much time employees spend on different tasks, projects, or dealing with customers. Manual entry, timesheets, and automated processes can all be used to do this. It's necessary for proper billing, project costing, and resource allocation. However, Expense recording is keeping track of costs incurred while working, such as travel, accommodation, supplies, and other out-of-pocket expenses. For billing and reimbursement purposes, these costs must be recorded and assigned to certain projects or clients.  

Generate AR invoice (Time Recording) is a bill that a business sends to its customers for the services they receive. It shows the recorded time for the date range of various resources and customers. On the Generate AR Invoice Form, the user has to select the tasks whose time needs to be billed by the customer.

To open the Generate AR Invoice(Time Recording) Form in the VA System, the navigation path is mentioned below:  

Go to the main menu of the VA System. > Find the Search Utility in the menu. > Type "Generate AR Invoice (Time Recording)" into the Search Utility. > Press Enter or click the Search icon. > The Generate AR Invoice (Time Recording) Form will appear at the top of the search results:  

 Click on the “Generate AR Invoice (Time Recording)” to open the "Generate AR Invoice (Time Recording)" form from the menu. 

Open

 After Clicking on the Generate AR Invoice (Time Recording) form, The AR Invoice form will open from the menu as mentioned below in (Fig.2)

Open

As shown in Fig. 2, the Generate AR Invoice Form is divided into two sections:

1. Left Section

1. Right Section

2.1.  Left Section

The left section of the Generate AR Invoice Form displayed the required filters that users must enter to initiate the search.

The Users needs to select the organization to ensure that only records created within the selected organization are visible.

To view the data within a certain date range, the user needs to select the From and To dates.

Users have the option to search the records of a specific customer and resource.

After selecting all the search filters, the user must click on the "Search" button for searching the records based on the selected filters.

2.2. Right Section

The right section of the Generate AR invoice form will display the records according to the applied search filters as mentioned in (Fig.5)

Select the Records and Tasks that are billable.

Once the billable Records and Tasks have been selected, the user needs to select the document type from the dropdown and click the "Generate Invoice" button.

After selecting billable hours and clicking the "Generate Invoice" button, an info. message appears on the user's screen as mentioned in (Fig.7)

This action creates an invoice specifically for the billable hours selected, ensuring that only those hours are included in the invoice sent to the customer for payment.

Accounts Receivable (AR) invoices will be generated specifically for that customer, including the billable hours selected earlier. This confirms that the invoice has been successfully created and is ready to be sent to the customer for payment. 

The system will automatically update the invoice number on the Time & Expense Report Screen and task assignment screen for invoices generated using the Generate AR Invoice Form.

The user must configure the payment method and payment term on the customer master to create invoices. Additionally, the user is unable to create an invoice with zero price amount.

Invoice that is created through Generate AR Invoice Form will generated in the drafted stage.

2.3. Dynamic Filters

The Generate AR Invoice (Time Recording) form offers users the ability to search records by applying various advanced filters. The Advanced Filters pop-up will appear when the user clicks on the filter button located on the right side of the form.

 After clicking on the Advance filter button, a pop-up should appear on the user screen as shown in (Fig.9)

As shown in (Fig.9), users have the option to apply the filters, including Time/Expense Report, Task, Project, Request, and Task type. Entering details into the filters can streamline the record search process for users, making it easier to find specific records.

Refresh button:

If the user clicks the refresh button after selecting filters, all of the selected filters will be eliminated from the search parameters.