Real Property / Chargeback & Invoicing

Invoices table

Invoices manage and group Cost records for billing purposes, and also record payments that are received.

Records in the Invoices table are created using the Invoice Cost Wizard.

Field

Purpose

Invoice Number 

This field uniquely identifies each invoice. This field is auto-numbered and can not be edited. However, a System Manager level user can seed the field with a value such as 199800001 in order to have invoice numbers that indicates a particular year.

Account/Building/Lease/
Property Code

These fields indicate that the invoice is for costs for a particular account, building, lease, or property. The Invoice Cost Wizard automatically adds this field, depending on which of these items you select.

Description 

Enter a detailed description of the invoice.

Date Billed 

Enter the date the invoice was sent.

Date Due 

Enter the date the payment is due.

Send To 

To whom the invoice should be sent. This field is validated by the Contacts table.

Remit Payment To 

To whom the payment should be sent. This field is validated by the Contacts table.

Invoice Status 

This is an enumerated field with values of:

  • N/A: When you add a new invoice and do not select the 'Issue?' check box, the invoice status is set to N/A.
  • Issued: When you issue an invoice from the Issue tab, the system sets the Invoice Status to ISSUED. The system also sets this field to Issued when you select the 'Issue?' check box when you add a new invoice from the Issue tab of the Invoice Cost Wizard.
  • Closed: When you apply a payment to an invoice that fully pays it, the system changes the Invoice Status to CLOSED.

Terms 

This is an enumerated field with possible values of: N/A, COD, 15 DAYS, 30 DAYS, 45 DAYS, 60 DAYS, 50% DOWN/ NET 30. This field is used to indicate the credit terms of the invoice charges.

Amount Invoice 

This is calculated by the system as the sum of the Cost records you assign to the invoice when you work in the Invoice Cost Wizard.

Amount Paid 

This is calculated when you apply payments to invoices to be the sum of all Payment records that have been assigned to the invoice. Payment records are automatically created when you apply payments to invoice from the Manage tab of the Invoice Cost wizard.
Amount Base When you are using the Archibus Enhanced Global Feature Set, this is the SUM [(Amount Income Base (Payment)) - (Amount Expense Base (Payment))] for the costs you assign to an invoice.
Amount VAT When you are using the Archibus Enhanced Global Feature Set, this is the SUM [(Amount Income VAT (Payment)) - (Amount Expense VAT (Payment))] for all costs you assign to an invoice.
Invoice Currency The currency used for invoice amounts. The Invoice Currency is the Payment Currency for the first cost you assign to the invoice. All costs assigned to an invoice must use this same Payment Currency.

See Also

Invoice Cost Wizard Overview