With the Revenue Recognition functionality enabled, you can recognize revenue earned by completing work for the customer. Delivery invoices are internal invoices used for accounting purposes.
You can set a custom number format for delivery invoices on the "Settings > Custom > Number Formats" page. By default, the delivery invoices use "D-" as the prefix.
You can create a delivery invoice from the following pages in the Cloud UI.
Payments page in the Project Details view for an individual project
Item Status page in the Project Details view for an individual project
Account Details page under "Accounts" in the left navigation menu, Billing tab for projects
"Billing > Invoices" page in the left navigation menu for projects
"Projects > Revenue" page in the left navigation menu for projects
This article explains how to create a delivery invoice from the Payments page in the Project Details view. The workflow to create the delivery invoice from other pages listed above is similar.
To create a delivery invoice:
1/ Go to the "Payments" tab in the Project Details view.
2/ Click "New invoice" in the top-right above the Invoices table, then click "Delivery invoice."
Cloud displays the Create delivery invoice modal.
View project items
The modal includes the following options to view items.
4 tabs at the top, each showing specific items you can add to the invoice: All items, Equipment (products), Labor, and Adjustments
A Search box to search for specific items
A set of filters to filter the items by: Location, Phase, Install status, and View items (all, available, selected only)
An "Allow items regardless of recognition status settings" option to make all items available for adding to the invoice. With this checkbox deselected, only items with an Install status at or beyond the "Equipment Recognition trigger status" set on the "Finance > Accounting" page are available to add to the invoice.
A "Bill labor as sold (with equipment)" option that is set to ON by default. This shows all associated labor indented below the relevant item. If you set this to OFF, all associated labor is shown under the Labor tab summarized by labor type. Once you set this for the first invoice in the project, you cannot change this.
Select project items
You can see the items in a table in the modal. Use the following options to select items in the table for invoicing.
Check boxes to the left of the items and packages to select them for invoicing
Text box in the "Invoice Quantity" column to specify the quantity to add to the invoice
If the "Bill labor as sold (with equipment)" option is set to ON, the associated labor indented below an item is selected automatically for the invoice.
The following screenshot shows three items and associated labor selected, including one in "Planned" status, after checking the "Allow items regardless of recognition status settings" option.
The following screenshot shows the same three items selected after unchecking the "Bill labor as sold (with equipment)" option.
Adjustments
After selecting the products and labor for the invoice, go to the Adjustments tab.
If you applied a "Fixed price" adjustment, select it and add it to the invoice.
If you applied a "Percentage" adjustment, Cloud auto-calculates the adjustment amount based on the products and labor selected for the invoice.
The following screenshot shows an adjustment selected to add to the invoice.
Invoice summary
After you add items and adjustments, you can see the invoice summary at the bottom of the modal.
The "This invoice" column in the table also shows the invoice amount added for each location.
The following screenshot shows the invoice summary and the invoice amounts for locations.
3/ Use the Item-View options and Item-Selection options described above to add items to the invoice.
4/ Add fixed adjustments to the invoice if needed, as described here.
5/ Click "Create invoice."
6/ In the invoice preview, you can do the following:
Change the invoice status
Change the invoice display settings by clicking "Display Settings."
Add or remove items from the invoice by clicking "Edit invoice items."
You can see the invoice under the Delivery invoices table in the Invoices section.
Mark as Posted
To mark a delivery invoice as "Posted," set the invoice status to Posted in the Status column. You can see the date when the status was changed to Posted in the Posted Date column.
The amount in the invoice is now considered Recognized Revenue.
Subsequent invoices
When you create subsequent delivery invoices for a project:
The items that you added in previous invoices are not available for selection. They show that they are part of a delivery invoice.
You cannot change the preference you set for the "Bill labor as sold (with equipment)" option.