Consolidated invoicing allows you to take multiple separate invoices across a number of different projects and turn them into a single, consolidated invoice for the client. This article provides a step-by-step guide on how to create a Consolidated Invoice in CMap.
In this article, we’ll look at:
- What conditions need to be met to use Consolidated Invoicing?
- Setting up Consolidated Invoicing
What conditions need to be met to use Consolidated Invoicing?
- Each project will need to be associated with the same Client.
- Each project will need to be associated with the same PO Number.
- Each invoice will need to be scheduled in the same Calendar Month.
- If you are using the “Resourced Time & Materials” fee type, you will need to ensure that all time and expenses have been approved using the “Approve time to Invoice” report.
Setting up Consolidated Invoicing
1. The first step is to approve all the Scheduled Invoices on the relevant Projects. We would recommend using the Invoice Report for this purpose, which is available via the Reports tab in CMap and will allow you to approve the Invoices directly.
2. Once all the relevant Invoices have been approved, open head to the relevant Project in CMap, navigate to the Invoicing tab and then select Create.
3. The Invoice Consolidation confirmation screen will now appear; select Yes.
4. On the next screen, select the projects you wish to include in the Consolidated Invoice using the tick boxes provided. Then select Create.
5. The Invoice Creation page will now appear, allowing you to sense check the information before creating the Invoice in CMap.
Can I edit the Invoices at this point?
Once you have reached the Invoice Creation page, you should refrain from editing either the Item Descriptions or the Actual Values, as this will cause a disconnect between the data on the Invoice and the data on the individual Projects in CMap.
If this data needs editing, you should follow these steps:
1. Cancel the Invoice.
2. Reset the individual Invoices to the scheduled status.
3. Make the necessary changes in the Invoicing tab of the individual Projects.
4. Then start the Consolidated Invoice process again from the very beginning.