The selected items will be added to the invoices with the status "In progress", depending on the invoicing template. If no invoice in progress matches the criteria for the new items, a new invoice will be created. If your are at the beginning of a billing period, make sure that no invoice has the status "In progress" (step 1).

Step 1 - verify invoices in progress

1.Open a "Invoicing management" window.

2.Move under Invoice history tab to check the invoices with status In progress, and make sure not to add new items to an existing invoice if you want PRIM to create a new invoice for your client.

3.In this list, apply a filter in order to display only the invoices with status In progress.

4.If needed, select the invoices to complete and change the status for Completed to avoid additions to these invoices.  (See step 3).

Step 2 - create the invoice

5.Go back to Billable items.

6.If needed, apply a filter on some columns to display only the items you want. For example, requests to be billed after a date or for a specific client.  

The field "Billable date" corresponds to:

Remplacement : date du remplacement

Poste : date d'embauche

7.Tick one or more items to be added to an invoice and click on .

8.A window is displayed : enter the invoicing date and click OK.

By default, the date of the day is added.

9.The selected items will be added to a new "In progress" invoice with the date entered under Invoice history.

10. Apply a sorting on the column Invoice no if you want to display the new invoices at the top of the list.

Step 3 - complete the invoice

11. If there is no more items to add, you can complete the invoice.

12. Select a record and click on in the Status column to display the list of values, and choose COMPLETE the invoice.

It is possible to complete several invoices at once. Just tick the box on the line of each invoice to be completed, and change the status of one. A message will be displayed, asking if the change should be applied to all invoices selected with the same status.  

13. Click on  (Open file)  to the right of the Invoice no. if you want to display the details of the invoice.

Under the tab "Billable items", you will find the items to be billed as well as  all the corrections made on requests already invoiced. For example, if invoices are produced the 1st and 15th of each month and a client informs you of an error on the last invoice, and the correction is made on the request on the 9th of the current month, this request will be available again for invoicing for the period, but only for the adjustment made.

It is possible to add an invoice from the client's file, however, the method explain below should not be used if the invoice is related to a request in order not to distort the report of profitability.  For invoices related to a request, use the same method as from the "Invoicing management" window, starting from the "Billable items" tab.

Take note that the example below is presented to illustrate the procedure to follow at the addition of a new invoice. According to your configuration, it is possible that this example is not representative, however the procedure remains the same.

For example, following the departure of an employee at a client, you can reopen the job offer and proceed with a new posting.

An invoice of the type Extended job posting will be added from the file of this client.

1.Open the client's file.

2.Move under the Billing" tab and to the sub-tab "Invoice history".

If needed, apply a filter on a column in the main zone to decrease the number of displayed records.  

3.Click on a blank line of the main area or on  and specify the billing date in the displayed window, then click OK.

4.Fill in the requested information (Division) in the selection window.

5.The invoice is added to the list, with status In progress.

6.Click on (Open file) to the right of the invoice no. to open the "Invoice" window.

7.Move to the tab Other billed items.

8.Click on a blank line of the main area or on in the window to open the list of values and select "Extended job posting" among the proposed items.

9.If applicable, select an export code.

10. If needed, change the quantity, the rate or uncheck the box "Taxable".

11. Click on (Save).

12. The invoice will also be found under the Invoice history tab of the "Invoicing management" window, with the status In progress.

Additions made to an invoice will not be counted in the profitability report of the request, it is preferable to make the additions directly in the request, either a replacement, a term or a job offer.

To add a new item in an existing invoice, the status must be In progress.

1.Open the Invoice.

2.Move to the tab Other billable items.

3.Click on the main area or on (Insert) to add an item.

4.The list of values window is displayed. Select an item to add among proposed items and click OK.
In the example below, we added the travel expenses.

5.If applicable, select an export code. In some cases, the code will be added by default.

6.Fill in the information in the columns Qty and Rate, and if applicable, check or uncheck the box Taxable.

7.Click on (Save). The item is added and the amount of the invoice is adjusted.

Changes made to an invoice will not be counted in the profitability report of the request, it is preferable to make the additions directly in the request, either a replacement, a term or a job offer.

To modify an item in an existing invoice, the invoice must have the status In progress.

1.Open an Invoice.

2.Move to the tab Other billed items.

3.Select the record to modify  in the list, and modify the information in the columns Qty and/or Rate.
In the example below, we modified the travel expenses. The kilometers were changed from 87.00 to 97.00.

4.Click on (Save).

5.The item and the total amount of the invoice will be adjusted.

To send invoices by email, you must ensure that the property "Invoicing contact" is ticked on a contact/relation in the client's file, and that the contact has an email address with the property "Email used for sending via PRIM".

You can send by email, print or view an invoice with status "Completed", "Sent" or "Paid". These action are possible from various windows, such as Invoice and Invoicing management. You can refer to these pages to learn other options, but we will explain here how to view, print or send by email several invoices from the Invoicing management window.  

1.Open the Invoicing management window.

2.Move to the tab Invoice history.

3.If needed, apply a filter to display only the invoices to send.

4.Tick the check box for one or several invoices.

Selected invoices must belong to the same division and have the status "COMPLETED", "SENT" or "PAID".

5.Click on the button Invoice report, and then on the menu to the right of General invoice.

6.Choose the desired option. To view or print, choose Preview or one of the other options (PDF Document, Excel file, Word file), and use the printing options in the document displayed. To send invoices by email, choose the option To CLIENT: Send invoice.

(A) If the option to send by email is selected, a message sending window  will be displayed, and all the payer client contacts defined to receive invoices will be preselected as recipients.

(B) The columns "Last communication date" and "Communication type" let you know when and what was the last communication related to the invoice for a quick follow-up.