Amending bills

Open: Project Accounting > Billing > Amend Bill.

1. Select the bill to edit from the Bill no list.

   The details of the bill appear.

   Note: If customer alerts have been set up for this customer account and document type, they'll be displayed before you continue. To view the alert messages again, click the alert icon next to the customer account. See Customer alerts.

2. You can Add, Edit or Delete lines on the bill.

   1. Select the required project from the Code drop-down list.
   2. Comments

      • If Use WIP is set to Yes in Project Accounting Settings, choose Comment Line from the Line Type drop-down.
      • If Use WIP is set to No, select the Comment line only check box.
      • Enter the comment in the Item line description box.
      • If you do not want the comment on the customer's bill, clear the Show on customer documents check box.
      • Click Save.
   3. Lines

      • Select the project from the Code or Title drop-down lists.

        Note: By default, the Costs to Bill tab is displayed when you select the project.

      • If Use WIP is set to Yes in Project Accounting Settings, you can choose Costs to Finalise from the Line Type drop-down.
      • Enter a description for the bill line.

   4. Enter a description for the bill line.

   5. Enter the values for the bill line.

      You can enter the bill line totals on the Details tab or select the costs to bill on the Costs to Bill tab or to finalise on the Costs to Finalise tab.

      Note:

      The bill may include Confirmed Price Adjustment transactions that compensate for price discrepancies, caused by a difference between the unconfirmed price of stock when it was entered (based on the average selling price) and the confirmed price of the stock once this is known.

      How is the Value to Bill calculated for these transactions

      The Value to Bill for Confirmed Price Adjustment transactions is calculated with reference to the Time & Materials Pricing rules on the project item to which the adjustment is posted.

      • Standard Price. The Value to bill is 0 (zero).
      • Cost. The Value to bill is the same as the adjustment cost value.
      • Non Chargeable. The Value to bill is 0 (zero).
      • Cost + n%. The Value to bill is the adjustment cost value + n%.
      • Cost + Value. The Value to bill is the same as the adjustment cost value.
      • Set Value. The Value to bill is 0 (zero).

      If you don't want to bill for these discrepancy costs, you must set the Value to Bill for these transactions to 0 (zero).

      Enter the bill line totals on the Details tab

      Quantity Unit Price Unit of Measure	Enter the required values. Note: If the selected items on the bill line have the same price and unit of measure, the quantity displayed will be the total of all the items. If the items in the line have different prices and/or units of measure, the quantity will be set to 1 and the unit of measure will be set to not applicable.
      Unit Discount %. Unit Discount.	Enter the required discount as a value of a percentage.
      VAT Rate.	Choose the required VAT rate

      Select Costs to Bill

      Add costs items to a bill

      1. Click Add Costs.

         The Select Costs To Bill window displays the list of outstanding costs that can be billed, for the selected project and customer.

         Note: The outstanding costs that can be billed include transactions that existed before or since WIP was enabled in the project.

         For some projects, a large number of costs may be displayed in the list.

         See how to find the costs that you require:

         • To show costs relating to items or levels in the project structure, click Show Project Structure.

           Select the level or item in the structure to display only the costs relating to that area.

         • Use the Costs Criteria to filter the list.

           • To display only those items relating to a specific project item type (such as labour items), select it from the Project Item type list.
           • To display only particular transaction types (such as purchase invoice), select it from the Transaction type list.
           • To limit the date range of the items displayed in the list, use the Transaction date filter.
           • Refunds only: To limit the number of items displayed, select a range or specific invoice or credit number from the Invoice/Credit No list.
           • To display the items, click Display.
         • To sort the list by a particular column (such as Project Item), click on the column heading.
         • To view all selected transactions, click Show.
      • The Tp column displays the cost type code.

        COB: Opening balance transaction.

        EXP: Expense claim.

        NLP: Nominal payment.

        NLR: Nominal receipt.

        PAC: Cost accrual.

        PCA: Cost adjustment.

        PLC: Purchase credit.

        PLI: Purchase invoice.

        STI: Stock issue.

        STR: Stock return.

        TSE: Timesheet entry.

      • The Acc/Emp/Item column displays the reference for the supplier, stock item or employee.
      2. To select a cost to add to the billing line, click on the box in the Inc column.
         • You can amend the quantity, rate or value to bill for the cost; e.g. to part bill for the cost.

         • To select or deselect all the costs displayed in the list, click Select All or Clear All.

           Note:

           You cannot select the following items:

           • Items that have been queried, indicated in the Qry column.
           • Cost transactions linked to a sales order or return. These are not displayed in the list and will be billed when the SOP invoice is posted.

      3. To view information about a cost, select it and click View Details.

         The Transaction Details window appears.

      4. When you have finished selecting the costs to add to the billing line, click OK.

         The costs will be displayed on the Costs to Bill tab of the billing line.

         The bill line is marked as having been used with the Costs to Bill tab and cannot be used with the Costs to Finalise tab.

      Add refund items to a bill

      1. Click Add Refunds.

         The Select Costs To Refund window displays a list of billed costs that can be refunded, for the selected project and customer.

         For some projects, a large number of costs may be displayed in the list.

         See how to find the costs that you require:

         • To show costs relating to items or levels in the project structure, click Show Project Structure.

           Select the level or item in the structure to display only the costs relating to that area.

         • Use the Costs Criteria to filter the list.

           • To display only those items relating to a specific project item type (such as labour items), select it from the Project Item type list.
           • To display only particular transaction types (such as purchase invoice), select it from the Transaction type list.
           • To limit the date range of the items displayed in the list, use the Transaction date filter.
           • Refunds only: To limit the number of items displayed, select a range or specific invoice or credit number from the Invoice/Credit No list.
           • To display the items, click Display.
         • To sort the list by a particular column (such as Project Item), click on the column heading.
         • To view all selected transactions, click Show.
      • The Tp column displays the cost type code.

        COB: Opening balance transaction.

        EXP: Expense claim.

        NLP: Nominal payment.

        NLR: Nominal receipt.

        PAC: Cost accrual.

        PCA: Cost adjustment.

        PLC: Purchase credit.

        PLI: Purchase invoice.

        STI: Stock issue.

        STR: Stock return.

        TSE: Timesheet entry.

      • The Acc/Emp/Item column displays the reference for the supplier, stock item or employee.

      2. To select a billed cost to refund, click on the box in the Inc column.

         To select or deselect all the costs displayed in the list, click Select All or Clear All.

      3. To view information about a cost, select it and click View Details.

      The Transaction Details window appears.

      4. When you have finished selecting the costs to add to the billing line, click OK.

         The cost of the refunds will be displayed on the Costs to Bill tab of the billing line.

   Select Costs to Finalise

   Add costs items to a bill

   1. Click Add Costs.

      The Select Costs To Finalise window displays the list of outstanding costs that can be finalised, for the selected project and customer.

      Note: The outstanding costs that can be finalised include transactions that have occurred since WIP was enabled in the project and which do not already have a finalised date or bill number against them. Transactions may have a Value to Bill that is 0 (zero) but are included because of their WIP value.

      For some projects, a large number of costs may be displayed in the list.

      See how to find the costs that you require:

      • To show costs relating to items or levels in the project structure, click Show Project Structure.

        Select the level or item in the structure to display only the costs relating to that area.

      • Use the Costs Criteria to filter the list.

        • To display only those items relating to a specific project item type (such as labour items), select it from the Project Item type list.
        • To display only particular transaction types (such as purchase invoice), select it from the Transaction type list.
        • To limit the date range of the items displayed in the list, use the Transaction date filter.
        • Refunds only: To limit the number of items displayed, select a range or specific invoice or credit number from the Invoice/Credit No list.
        • To display the items, click Display.
      • To sort the list by a particular column (such as Project Item), click on the column heading.
      • To view all selected transactions, click Show.
   • The Tp column displays the cost type code.

     COB: Opening balance transaction.

     EXP: Expense claim.

     NLP: Nominal payment.

     NLR: Nominal receipt.

     PAC: Cost accrual.

     PCA: Cost adjustment.

     PLC: Purchase credit.

     PLI: Purchase invoice.

     STI: Stock issue.

     STR: Stock return.

     TSE: Timesheet entry.

   • The Acc/Emp/Item column displays the reference for the supplier, stock item or employee.
   2. Select the costs that you want to finalise.

   If you don't want to select costs, clear the check boxes.

   • You can select or clear all costs displayed by clicking Select All or Clear All.
   Note:
   You cannot select:
   • Cost transactions linked to a sales order or return. These are not displayed on the list and will be finalised when the SOP invoice is posted.
   3. To select a cost to finalise for the billing line, click on the box in the Inc column.

      • To select or deselect all the costs displayed in the list, click Select All or Clear All.

   4. To view information about a cost, select it and click View Details.

      The Transaction Details window appears.

   5. When you have finished selecting the costs to finalise for the billing line, click OK.

      The costs will be displayed on the Costs to Finalise tab of the billing line and cannot be used on the Costs to Bill tab.

   Add refund items to a bill

   1. Click Add Refunds.

      The Billed Costs To Refund window displays a list of billed costs that can be refunded, for the selected project and customer.

      For some projects, a large number of costs may be displayed in the list.

      See how to find the costs that you require:

      • To show costs relating to items or levels in the project structure, click Show Project Structure.

        Select the level or item in the structure to display only the costs relating to that area.

      • Use the Costs Criteria to filter the list.

        • To display only those items relating to a specific project item type (such as labour items), select it from the Project Item type list.
        • To display only particular transaction types (such as purchase invoice), select it from the Transaction type list.
        • To limit the date range of the items displayed in the list, use the Transaction date filter.
        • Refunds only: To limit the number of items displayed, select a range or specific invoice or credit number from the Invoice/Credit No list.
        • To display the items, click Display.
      • To sort the list by a particular column (such as Project Item), click on the column heading.
      • To view all selected transactions, click Show.
   • The Tp column displays the cost type code.

     COB: Opening balance transaction.

     EXP: Expense claim.

     NLP: Nominal payment.

     NLR: Nominal receipt.

     PAC: Cost accrual.

     PCA: Cost adjustment.

     PLC: Purchase credit.

     PLI: Purchase invoice.

     STI: Stock issue.

     STR: Stock return.

     TSE: Timesheet entry.

   • The Acc/Emp/Item column displays the reference for the supplier, stock item or employee.

   2. To select a billed cost to refund, click on the box in the Inc column.

      To select or deselect all the costs displayed in the list, click Select All or Clear All.

      Note: You cannot select items that have been queried, indicated in the Qry column.

   6. Select the Revenue item for the bill revenues on the Details tab.

      If the revenue item is associated with a nominal account, its nominal code is displayed. This is the nominal account that the revenue transaction for this line will be posted to. You can amend the Revenue account, if required.

   7. Click Save to save the bill line details.
   8. On the Enter Draft Bill window, enter the delivery address or bill discounts on the Delivery & Invoicing tab.

      5. The Invoice address displays the address that is entered in the customer's record. The Delivery address is initially set to be the same as the invoice address (when Use invoice address is enabled).

         To use a delivery address that is different to the customer's invoice address, clear the Use invoice address box and enter the delivery address.

      6. The Early settlement discount rate that is specified in the customer's account will be applied to the bill. You can amend this rate, if required.

         Settlement discounts and VAT

         • In the UK, VAT on an invoice is only discounted when it is paid within the settlement discount period.

           On each invoice, VAT is calculated by default on the full invoice value. If the invoice is paid within the settlement discount period, a VAT adjustment is required, to account for the discounted VAT.

         • In Ireland, VAT is calculated on the full value of the invoice regardless of any settlement discount.

      7. The Bill discount rate to be applied to the bill is displayed. You can amend the rate, if required.
      8. When you have entered the delivery and invoicing details, to complete the bill, return to the Bill Details tab.
   9. A number of totals for the bill are updated when you add bill lines.
      1. The Subtotals section displays the Goods total for the net value of the line(s) on the bill, before applying the bill discount displayed as the Bill discount value.

      2. The Totals section displays the Net total of the bill after applying discounts, the VAT value, and the Gross value (the sum of the net and VAT values).

      Note: If the customer does not use the base currency, the Rate displays the exchange rate that will be used when converting values from the core currency to the customer's currency.

   10. When you have completed entering all the bill details, click Save.

       The bill number appears, and the bill is saved with a Draft status.

3. To save the amendments to the bill, click Save.

Useful info

Use Invoice Payments

Sage Invoice Payments is a great way for your customers to pay you online, quickly and easily.

Use Sage Invoice Payments to request payments from your customers, using the payment providers Stripe, PayPal, and GoCardless.

You generate invoices with a Pay Now button, then email the invoices to your customers. Your customers then select the Pay Now button to pay the invoice using the payment provider that you've chosen.

After your customer pays the invoice, the transactions can be downloaded and posted in Sage 200.

Invoice Payments integrates seamlessly with Sage 200, making it easier for your customers to pay you, and easier for you to process those payments.

• Select Invoice Payments to get started.

  This button is not displayed if you've already set up Invoice Payments.

  Note: You can only set up Invoice Payments if you have permission to access Cash Book Settings.

See Take payments using Invoice Payments.