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PDF Invoices, Project Accounting References and Customer have been added with ictime version 5.2. |
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| Table of Contents |
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Scope
Depending on the ictime version you are using and depending on your configuration, charging work logs means:
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| Tip |
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If you want to create PDF invoice documents, you first have to
Once activated, the process of charging work logs will always create an invoice document when you create an invoice. You can switch of the feature at any time (e.g. if for whatever reason you need to charge some work logs, but do not want to create invoice documents). |
Step 1: Report
Create Report
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In order to see the (financial) results of excluding a work log, please click the (red) "Refresh" icon in the report summary:
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Please note that entries you have excluded do not appear in the work log .xls export. |
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| Field | Description | Remarks | |||
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| Name | A name that helps you to identify this invoice. Mandatory. | Pre-populated with the project name. | |||
| Date | Invoice date. You can set any date in the future or past, too. Mandatory. | Pre-populated with the current date. | |||
| From | If this invoice covers a certain time span, you can enter the beginning of this time span here. Optional. | ||||
| To | If this invoice covers a certain time span, you can enter the end of this time span here. Optional. | ||||
| VAT | Here, you can select a VAT rate for this invoice.
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| Template | Choose the template you want to use for the PDF invoice document. Templates are created as custom reports (see Custom Reports).
| You might use multiple template to reflect different ways of accounting. | |||
| Customer | The customer assigtned to the project you are currently charging.
| Only available if you have assigned a customer to the project. Can't be modified. | |||
| Project | The project you have selected to charge. | Can't be modified. | |||
| Invoice Ref. No. | Here, you can enter the invoice number or another kind of (external) reference from/to an external accounting/ERP system. Optional. | This field is meant to create a manual relation between your "invoice" in ictime and a real invoice document in another (accounting, ERP, ...) system. This only makes sense if you do not create invoice PDFs with ictime (as in this case, invoice numbers are automatically generated).
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| Total (Billed) | Sum you charge to the customer (as this value is set by the user, it might not be the same like the total from ictime). This field is for information purposes, it reflects a situation where you are not charging the caculated amount from ictime, but a higher or lower amount appears on your invoice. | optional | |||
| Text | Text with further information for this invoice. | optional | |||
| Comment | Additional comment for this invoice. | optional |
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| Field | Description | Remarks | |
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| Contract Name | If this project is based on a contract, you can enter a contract name here. | ||
| Contract No. | If this project is based on a contract, you can enter a contract number here. | ||
| Contract Date | If this project is based on a contract, you can enter a contract date here. | ||
| Lump Sum | If the contract is defined like this, you can enter a lump sum for this contract here. | This might be a value that refers e.g. to a month (monthly fixed fee for a support contract), the contract duration or something else. | |
| Contingent (h) | If the contract is defined like this, you can enter a contingent (hours) here that is included in the contract. | ||
| Contingent Value | If the contract is defined like this, you can enter a value for the contingent here. | Would make sense if the contract has a general fixed fee (e.g. for the SLA) and an additional price for x hours included. Otherwise only use one of both fields. | |
| Carry Forward | If the contract is defined like this, you can define that hours not consumed in one contract period (month, ...) can be carried over to the next period, so for the next period, the hour contingent can be - manually! - increased by the hours that have been carried over. | Setting to "Yes" triggers a simple calculation during the invoice process, and if the contingent value is > the hours to be charged, the difference is written to the separate field displayed behind the dropdown. As there is no relation between two invoices (ictime can'tknow that invoice B for project X follows invoice A), this is just a helper to store the hours that need to be carried over for the next invoice. These hours need to be entered manually into the field "Credit (h)" in the next invoice. | |
| Credit (h) | Here, you can enter hours that should be credited to the customer in this invoice (e.g. hours that have been carried over from the last invoicing period). | ||
| Account | Customer account no. or similar information. | ||
| Accounting Ref. 1 | Any kind of additional information you might require. | ||
| Accounting Ref. 2 | Any kind of additional information you might require. | ||
| Accounting Ref. 3 | Any kind of additional information you might require. | ||
| Additional Info | Any kind of additional information related to the contract. |
None of these fields - except for "Carry Forward" triggers a certain logic or workflow for the invoice, these fields basically exist to have data available in the invoice that can be used by the template for an invoice document.
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For more details on icbiz refer to the documentation: icbiz - ERP integration REST-API for JIRA & ictime
AccountCustomer account no. or similar information.