Creating Invoices is easy with OnTrax Timesheets. Once The customer billing section has been mapped for customers and projects (see customer billing export) you can create an export of a specific date range or a delta export.
Generate the export
After entering the desired criteria for the export select the "Create Customer Billing" button in order to generate the Invoice Preview screen.
Modifying Invoice Data Prior to Creation
The Invoice Preview screen allow for modifications to the Invoice Units, Invoice Rate, Invoice Amount and Comment field. This allows for individualization of the invoice should it be needed. Changing the editable fields will automatically recalculate the invoice detail rows as well as the Invoice Total.
Excluding Invoices or Invoice Line Items
The Invoice Preview Screen allows for the exclusion of individual line items within the Invoice as well as the exclusion of a whole invoice should it be needed. In order to exclude an entry at the Invoice or line item level select the exclusion check box located at the beginning of the row. As with the editable fields, invoice totals recalculate when line items are included or excluded from processing.
Preview Invoices
Before processing the selected invoices a preview can be viewed from the Print menu. This option is only available prior to the creation of the Invoice export file and commitment of the Invoice information to the database.
Process Invoice Records
Once satisfied with the Invoice Preview select the "Process Invoices" button. The "Process Invoices" button commits the Invoice records to the system database as well as generates the Invoice export file. Upon completion of the processing the application will return to the previous screen and the new export job information will be displayed in the lower grid. If you would like to return to the Invoice screen and print the processed invoices select the binoculars located at the end of the new export row. If you would like to download the export file for use in another system the "Download" link within the new export row can be selected.
Print the finalized Invoices
After returning to the Invoice Detail screen select the appropriate print option from the Print menu to view the new Invoices.
