Invoice Schedule

Overview

An invoice schedule consists of the invoice dates and the amounts that are used for the creation of invoices. You can edit the invoice schedule manually, or define an invoicing time frame. This is possible for sales orders and sales quotes.

There is only one invoice schedule available for the document not, however, several invoice schedules for each item. In the invoice schedule specified invoice dates are assigned to the document items. In addition, you can switch between the date view and the item view.

The invoice dates of an invoice schedule can have two different schedule types: Partial Fixed Price and Time and Material.

Schedule Type

Definition

Example

Partial Fixed Price

The total net value is fixed and distributed to specific amounts at defined dates.

The price of software implementation is fixed at $400.

  • A first invoice date contains $200 (50%)

  • A second invoice date contains $100 (25%)

  • A third invoice date contains $100 (25%)

Time and Material

At invoicing dates, the system automatically enables the project invoice requests based on actual values for invoicing.

For a customer specific enhancement of software, a monthly invoicing is agreed. At the end of each month the actual values from the time confirmations of the whole month are invoiced.

Note

Invoice schedules can only be created for services and expenses.

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Prerequisites

Item Type

Schedule Type

Service - fixed price without actuals

Service - fixed price (project)

Expense - fixed price (project)

Partial Fixed Price

Service - time and material (projects)

Product - project based

Time and Material

Create Invoice Dates

You can either edit invoice schedules step-by-step by clicking  Add Date , or by using an invoicing time frame by clicking  Edit Invoicing Time Frame .

Editing an Invoicing Time Frame

To edit an Invoicing Time Frame you can:

  • Edit a start and end date, for example, at the beginning and end of the year. Or edit a start date and occurrences, for example, at the beginning of the year for eight occurrences.

  • Edit a recurrence pattern, for example, monthly, every second month, weekly, quarterly.

  • Edit a week day, for example, biweekly – but always on Tuesday.

  • Edit a specific day, for example monthly – but always on the third day of the month.

You can define multiple invoicing time frames. The invoicing time frame can be applied to different items. These items are then invoiced using the respective invoicing time frame.

Using the Recurrence Pattern in the Invoicing Time Frame

If you use the recurrence pattern in the invoicing time frame for schedule type Time and Material, the system automatically creates invoice dates within the time frame, however, with the following maximum number of dates:

  • For yearly recurrence patterns: 10 invoice dates

  • For monthly recurrence patterns: 24 invoice dates

  • For weekly recurrence patterns: 26 invoice dates

  • For daily recurrence patterns: 31 invoice dates

After a date is invoiced, a new date is automatically created within the invoicing time frame. If you change an automatically created invoice date, the invoice date is decoupled from the invoicing time frame.

For schedule type Partial Fixed Price, use   Add Date  and maintain the percent or amount. If you use the invoicing time frame, the system automatically creates all dates within the time frame without a maximum number of dates. The sum is always 100 percent. The last invoice date includes any rounding differences.

Using Individual Dates in the Invoicing Time Frame

In the Recurrence Type field, choose Individual Dates if you want to select specific days for invoicing.

Note

Within one Invoicing Time Frame you can only choose Individual Dates or Recurrence Pattern. A combination of both is not possible, meaning if several items are available for an invoicing time frame and you apply, for instance, Individual Dates for one of the items this item cannot be assigned to another Invoicing Time Frame.

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After you have defined the invoicing dates you can view a list of all dates in the Item View table. To do so, click Expand in the Line column.

Copying an Invoice Schedule

If you copy documents, the invoice schedule is also copied. You can copy an invoice schedule from one sales order to another.

The corresponding invoice schedule dates are updated by shifting all dates with the difference of the posting dates of the source and the target document.

Invoicing

When the sales order is released, the system creates a sales order invoice request.

This invoice request contains the invoice schedule dates. Every night, a regular job runs and checks the invoice dates automatically. Three days prior to the invoice date, the job creates scheduled invoice requests for the scheduled invoice dates.

Note

In exceptional cases (for example, if you cannot wait for the next job run), a manual intervention is possible to launch invoicing. To do so, in the sales order invoice request, choose    Edit     You can also    Create Scheduled Invoice Requests .

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When the invoice date is reached, an invoice run processes the invoices from the invoice requests. The status of the invoice schedule date is set to Invoiced. After the first date in the invoice schedule is invoiced, the item in the document can no longer be changed.

If you want to cancel a scheduled invoice date that has just been invoiced, you first have to cancel the invoice. Then you can cancel the invoice schedule date.

Status overview of the scheduled invoice dates:

Create Invoice Dates with Schedule Type Partial Fixed Price

  1. Create a sales order item for a service (item type Service - fixed price without actuals), such as a software implementation.

  2. Under  Pricing and Invoicing choose  Invoice Schedule.

  3. Click  Add Item . To select the item for which you want to edit invoice dates, click the Open Value Selection icon in the Line field.

  4. Click  Add Date . The default is the posting date for sales orders and sales quotes, or the contract start date for contracts. You can change the invoice date or edit the amount and percentage.

    The default for the first invoice date is 100%. For example, you can change the first invoice date to 40%. You add a second invoice date one month later. The default is 60%. You change it to 30%. You add a third date for 30% two months later.

  5. Every night a regular job runs automatically. The job creates invoice requests with invoice request type Scheduled Invoice Request three days prior to the invoice date. If the job cannot create scheduled invoice requests (for example, in case of an inconsistent sales order request), a processing log and application log entry are created in the Customer Invoicing work center in the Invoice Schedule Processing Logs view. Here you can analyze the issues.

    Note

    Often, the issue is an inconsistent sales order invoice request. The reason why a sales order invoice request is inconsistent can be found in the Invoice Request view of the Customer Invoicing work center. Select the inconsistent invoice request, and click Check.

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  6. When the invoice date is reached, an invoice run processes the invoices based on the invoice requests. The status of the invoice schedule date is set to Invoiced.

Note

  • The system issues an error if the sum of the invoice dates exceeds 100% of the net value of the item(s).

  • The system also issues a warning if 100% are not reached.

  • The project invoice request, the invoice request, the invoice, and the print form of the invoice always show the whole quantity together with the percentage. However, the net value already corresponds to the partial amount. The print form can be changed to show the partial quantity (adapted quantity) in the Application and User Management work center under Form Template Maintenance.

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Create Invoice Dates with Schedule Type Partial Fixed Price for Project-Based Services

Prerequisite: The sales order is assigned to a project.

  1. Create an order item for a service (item type Service - fixed price (project)), such as a project–based software implementation.

  2. Under  Pricing and Invoicing choose  Invoice Schedule.

  3. Click  Add Item , and select the item for which you want to edit invoice dates.

  4. Click  Add Date , and edit the invoice date with the amount or percentage.

    Note

    You can also select a Milestone from the applied project. Then the invoice date receives the date of the milestone (Earliest Date of the Scheduled Dates). In this case, the completion of the milestone triggers the creation of the project invoice request.

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    For example, you can edit a first invoice date for 50% for the completion date of the milestone blueprint, a second invoice date half a year later for 25%, and a third invoice date three months later for 25%.

  5. Every night a regular job runs automatically. The job automatically creates project invoice requests three days prior to the invoice date. If a milestone is assigned to an invoice date, the job creates a project invoice request, that is, when the milestone is completed. The status of the invoice date changes to Project Invoice Requested.

    Note

    If you cannot wait for the next job run you can also trigger the job for the creation of project invoice requests manually:

    •   Customer Invoicing   Project Invoicing   Sales Orders : Select the sales order and choose Create Scheduled Project Invoice Request from the context menu.

    •   Project Management   Projects  : Select the project and choose Create Scheduled Project Invoice Request from the context menu.

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  6. For each project invoice request, a business task is created for the Work view in the Customer Invoicing work center.

    Note

    In some cases, the system cannot create project invoice requests, for example, because another open project invoice request exists. In this case, the system creates an error business task in the Work view of the Customer Invoicing work center. Check for the reason and the solution in the application log.

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  7. Review and release the project invoice requests manually.

    Note

    You can also determine an automatic release for the project invoice requests: to do so, in the sales order choose the  General tab, use the scroll bar to get to the Project Invoicing section and then select the checkbox Automatic Release.

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  8. When the project invoice request is released, the system creates an invoice request with invoice request type Project Invoice Request.

  9. When the invoice date is reached, an invoice run processes the invoices based on the invoice requests. The status of the invoice schedule date is set to Invoiced.

Note

The status of the invoice schedule dates in the sales order is set to Invoiced as soon as the invoice is released. You can change the dates in the invoice schedule at any time until the status is set to Invoiced.

If the date or percentage/amount in the invoice schedule is changed:

  • An existing project invoice request with status In preparation is deleted. An updated project invoice request is created in the next nightly job run.

  • An existing project invoice request with status Released is canceled. An updated project invoice request is created in the next nightly job run.

  • All open business tasks for this invoice schedule are deleted.

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Create Invoice Dates with Schedule Type Time and Material for Project-Based Services

Prerequisite: The sales order is assigned to a project.

  1. Create an order item for a service (item type Service - time and material (project) ), such as a customer–specific software integration.

  2. Under  Pricing and Invoicing choose  Invoice Schedule.

  3. Click  Add Item , and select the item for which you want to edit invoice dates.

  4. Click  Add Date , and edit the invoice dates.

    Note

    You can also select a Milestone from the applied project. The invoice date then receives the date of the milestone (Earliest Date of the Scheduled Dates). In this case the completion of the milestone triggers the creation of the project invoice request. You can edit a first invoice date for the completion of the milestone blueprint, a second invoice date in half a year's time, and a third invoice date three months later, for example.

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  5. Every night a regular job runs automatically. The job automatically creates project invoice requests the next day. If a milestone is assigned to an invoice date, the job creates a project invoice request as soon as the milestone is completed. The status of the invoice date changes to Project Invoice Requested.

  6. For each project invoice request, a business task is created for the Work view in the Customer Invoicing work center.

    Note

    In some cases, the system cannot create project invoice requests (for example, because another open project invoice request exists). In this case, the system creates an error business task in the Work view of the Customer Invoicing work center. Check the application log for the reason and solution.

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  7. Review and release the project invoice requests manually.

    Note

    You can also determine an automatic release for the project invoice requests: to do so, in the sales order choose the  General tab, use the scroll bar to get to the Project Invoicing section and then select the checkbox Automatic Release.

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  8. When the project invoice request is released, the system creates an invoice request with invoice request type Project Invoice Request.

  9. When the invoice date is reached, an invoice run processes the invoices based on the invoice requests. The status of the invoice schedule date is set to Invoiced.

Note

As soon as the invoice is released, the status of the invoice schedule dates in the sales order is set to Invoiced. You can change the dates in the invoice schedule at any time until the status is set to Invoiced.

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See Also

Milestone Invoicing for Customer Projects

Sales Orders Quick Guide