CMAP will alert you of all invoices that you have scheduled to be billed in-month via your My Scheduled Invoices dashboard box. You can also find a list of invoices scheduled to be billed on the Invoice Report (if you have access). And of course you can see the information in the Invoicing Schedule area of the Fee Estimator and on a project’s Invoicing page.
Step 1: Go to the projects Invoicing page (NOTE: either by clicking through from the My Scheduled Invoices dashboard box or by searching for your project and arriving at the Invoicing page).
The Invoicing page details the particulars of your Invoicing Schedule in a matrix view. Months of the year are displayed across the top, with Fee Stages and Externals down the left-hand side. If you look down the current month’s column you will see the invoicing elements that are scheduled to be billed this month.
NOTE: You can edit the invoicing schedule by clicking Edit Invoice Schedule.
Step 2: To create the latest invoice, click the Generate Invoice button on the blue Invoiced bar.
The elements detailed in this month column on the invoicing schedule will be displayed for you to choose to include on the invoice.
NOTE: Any elements from previous months that have yet to be billed will also appear, as CMAP will always encourage you to be up-to-date with your billing.
Step 3: Tick the tick-boxes of the elements you wish to include in your invoice. You will notice the Sub-Total and Total values automatically update to reflect the elements you’ve selected.
Step 4: Give you invoice a Title e.g. 'Fees as Agreed', 'Fees for March', etc.
Step 5: Click the downward arrow next to More Info to reveal a rich text box. Use this area to include notes/commentary that you wish to include on this invoice.
NOTE: Depending on your company’s process, you may be able to skip Steps 6 – 10 and leave the tasks up to finance users. Please confirm with your manager and/or finance who will fulfil Steps 6 – 10.
Step 6: Ensure the invoice will have the correct Template applied using the dropdown list on the right-hand panel.
Step 7: Ensure the invoice is being addressed to the correct Contact using the dropdown list on the right-hand panel.
Step 8: Ensure the invoice is being sent to the correct Address using the dropdown list on the right-hand panel.
Step 9: Ensure the relevant VAT Rate is being applied to the invoice using the dropdown list on the right-hand panel.
Step 10: Ensure the correct Invoice Date is being applied to the invoice using the pop-out calendar on the right-hand panel.
NOTE: If you have Time Charge Fee Stages, the time recordings that have been booked will also be displayed. You can select each one individually by clicking each individual tick box, or tick the very top tick box to select them all. You can override the amount of time you bill back to the client. So if, for example, a user has recorded 12 hours to the project on one day, you can type in the equivalent of a full day (e.g. 7, 7.5, 8 hours depending on your set up) if you only want to bill for full days. Also, on the right-hand panel there is a Backing Sheet Option where you can choose to include Details of Time Charge and Names of Time Charge as a backing sheet to the invoice.
Step 11: Once you’re happy, click the Save & Approve button. Your finance department will then get a notification to create the invoice.
NOTE: If you navigate back to the Invoicing page of the project you will now see an approved invoice awaiting creation (and an invoice number) for the amount you’ve included as a sum of the elements you selected to include on the invoice.
NOTE: If your finance team wish to, they can create a draft invoice prior to raising the final invoice by clicking on the Create Draft button. This option allows you to see the invoice but without raising an invoice number and making it a committed invoice in CMAP.
If you don’t wish to create a draft, simply click straight on the Create Invoice button to create the invoice.
When you create the invoice, the invoice will get exported to Microsoft Word or PDF depending on your configuration ready to be sent to the client.