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Time and material invoice template for Personnel

in this session we will go through  how to generate a time and material   invoice through the job contracts application   first thing I'd like to do is just review and  make sure everything is set up and ready to go   in jobs under job contracts you want to make sure  that the job that you have set up the contract   is linked to the rate tables and there is a job  contract set up for it so if I go into ITECH T&M   I'm going to go take a look at the lines on the  time & material contract and I'm going to click   view or edit and make sure that I have all the  fields set up that I need including rate tables   as you can see we have the  rate tables set up ready to go I also want to make sure that inside my rate  tables under jobs setup job contracts rate tables   I have the correct rate table and the  percentages set up inside the rate table   as well so again if I click on the 10 rate table  click edit and I can review my rate table setup   from the prior enablement sessions at that point what you can do is you can go and  review and see if there are some costs ready to   be built out in the system there's a few reports  you can run one of them is in the jobs project   module under all and there is a report under  project reports called project expense summary   you can also use the billable cost by project  report if you click on the project expense summary   what you can do is depending on how you have  your project type set up in this sample we   set up a project type called T&M project so I can  filter just on all my time and material projects   and it will just show those  projects and I'll click View and you'll notice I have one project ready that  has billable expenses thirty six thousand and   it will also show you which portion of that has  already been billed and which portion if any is   unbilled ready to go so there's 35 000 of unbilled  expenses so now I'm ready to go in and generate   an invoice I can go into jobs invoices generate  invoices and this is also what you where you do   your progress billing invoices as well once you're  in the generate invoices under invoice options   change the invoice by to job contracts and  what you'll notice is is you should have your   template set up as to what type of project  contract you want to build out and in this   scenario I have one set up here for project  T&M invoice and you notice here the also the   progress billing contract invoices is available  here as well so we're going to do T&M invoice   at this point I could fill out my dates what do  I want my invoice date to be we'll say December   30th and what am I billing through so we want to  Bill through cost through December 30th as well   at this point I could generate and see all  the projects at one time or I could just   filter and in this case I'm just  going to filter on the ITECH T&M and you have some options as far as what process  do you want to do with this document do you want   to just post it submit it or do you want to create  a draft and and leave it in hold for approval in   this scenario we'll create a submitted document  you have the ability to click a pre-built report   and this will show you the costs and detail that  are that are available to Bill and when you're   ready you can go right into preview which  will show you the preview of all the costs   in the system and how the markups are applied  so we're going to generate and click preview and right now we have 34 000 ready to be billed  and as you can see most of the information is   going to pre-fill in for you uh one area you do  need to focus on is under the job contract summary   it is going to require a billing application  number to be filled out and if you forget it   it's going to give you a warning so we'll say  this is our second bill or yes our second billing and you'll notice as you scroll down here  there's different sections as far as where   the costs are coming in from so you'll notice  um we had some previous Billings that we did   through transactions that were done through  employee expenses so that's previous build   but we have nothing this period in this section no  timesheet entries to Bill but you will notice down   in the accounts payable expenses we do have some  transactions that came in from accounts payable   there's the total cost for those we haven't  applied contract items to these yet so you   won't see a markup yet so what you need to do is  once you see these lines depending on how you set   your contract up you're going to apply it to one  of the contract lines so you can have one line   or many lines it depends how you want to break  out your your invoice so in this scenario we're   just going to link it up how it's related to the  items themselves which is material subcontract material and subcontract and as you apply  these you'll notice over to the right   now you're seeing the markup there's the  cost there's the 10 with the markup on it   and there's what our total billing is going  to be you could put individual descriptions   on these line items and what is really nice  is you can override the billable amount so   for example if this was supposed to be you  know 15 percent or you know different amount   to bill you can actually override it here as  well then go fix the table for the next time   um we'll leave it alone in this scenario so  once that's good to go you review the items   and you see your total amount to invoice is  37 840. you're going to click create invoice and it will let you know that that invoice has  been generated once that invoice is been generated   you can go and do your next billing if you have  another one to do or you can go over into jobs all   and you can either go click on print or email or  you can view those invoices so if we click on view you'll notice here's the one we just  generated should be right on top   for Tritech and if I want to view  that invoice I can click View and it will give me a recap of what we did okay so  you can get back in and view it you can print and   email the document out right from here so you can  do it one at a time you can also do a mass print   or email from here if you generated multiple  invoices and you want to generate them all at   the same time you can filter out these and you  can generate multiple invoices at the same time   in this scenario scenario let's just go  into view and let's let's print that invoice   so we'll come over to here and we can click print  and email so if I click print I'll click OK and   it'll give me a preview right on the screen and  this document can be edited and modified through   your platform services in your printed documents  section so there is my current T&M invoice format if you're going to email it you can click  email and now it will pre-fill in who it's   supposed to go to if that customer has it set up  correctly unfortunately I didn't have that set   up in here for that customer but it will pre-fill  in who to send it to and who it should come from   and you can also have a particular email template  set up with all the terms and the description of   how you want the customer to read through an  email in you know saying hey you know here's   your current invoice thank you for your for  your business however you want to lay that   out with a email template and the system will go  and generate an email now you'll notice once we've   generated that invoice that if we go back and run  that same report under project expense summary we'll select that T&M project  again we'll click View and now you'll notice 3600 has has been billed we  have some additional ones that we can then look   into and see maybe they didn't meet the criteria  they were in January you know a different date   or or November and that is how to generate a time  and material billing in intacct thank you [Music]