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Sales Invoicing Rule Group

Sales Invoicing Rule Groups set the attributes and values that invoices are to be calculated by. These can be set up directly from the Client screen or from Modules > Sales Invoicing >Sales Invoicing Rule Groups.

A new Rule Group will need to be created to reflect the different ways each Client is to be invoiced.

An invoice can be created to charge for one of the three types of entity: a Contract, a Task or a Facilities Booking.

When a Rule Group is created collection and calculation details are added to specify what attributes and values are used to determine the finances associated with an invoice.

This gives great flexibility in what is specifically invoiced to each client. An example of this would be that only certain types of Task in certain Buildings against certain Contracts are invoiced to a particular Client.

Available from 4.5.1

Sales Invoice Rule Groups are also used to generate accurate financial values for the Work In Progress (WIP) module. The Invoice Type can be set to "Cost" and the collections and calculations are used to gather the current cost values of open Tasks.

Note: The WIP module only calculates Task costs, therefore any WIP related Sales Invoicing Rule Groups must have a Rule Type of "Task".

The list of Sales Invoicing Rule Groups are maintained here.

Modules > Sales Invoicing > Sales Invoice Rule Groups

The link will open the Sales Invoice Rule Group grid. It is a grid view which can be searched, sorted and customised as normal.

To add a new Sales Invoice Rule Group click New, to edit an existing Sales Invoice Rule Group click Edit. A pop up window will appear which will allow the creation or amendment of a Sales Invoice Rule Group.

Click to view - Sales Invoicing Rule Group Fields and Descriptions

Field Name	Description
Client	From the drop down select the Client.
Rule Type	From the drop down select the rule type, select from: Task - this will enable invoicing rule groups to be set up for all types of Tasks. Contract - this will enable invoicing rule groups to be set up for Contract schedules. Facility Booking - this will enable rule groups to be set up for facility bookings.
Invoice Type	From the drop down select the Invoice Type: Sale - select "Sale" to generate sales invoices Cost - select "Cost" to generate Cost invoices Available from 4.5.1
Default Contract	Available from 4.5.1 From the drop down select the default Contract for the invoices to be raised against.
Rule Name	The name of the Sales Invoicing Rule Group.
Report	From the drop down select the report to produce invoices - the standard report is JC-INV001.
Payment Terms	From the drop down select the Payment Terms - for more information see Sales Invoice Payment Terms.
Tax Code	From the drop down select the Tax Code - for more information see Tax Codes.
Description	The description of the Sales Invoicing Rule Group.
Set a Minimum Value for tasks in this group	This allows a minimum value to be set against a Task. If this box is ticked and a value entered any Task that is priced below this value will be rounded up. E.g. If a completed task is valued at £15 but a minimum value of £20 has been set, the client will be invoiced £20.
Set a Semi-Comprehensive Value for tasks in this	This allows a semi - comprehensive value to be set against a Task. If this option is ticked a value can be entered here. If ticked the semi comprehensive value is subtracted from the calculated costs of each Task and the remainder if any is billed. If un-ticked then Tasks with a calculated cost lower than the semi-comprehensive value are not invoiced, all Tasks above the semi comprehensive value are invoiced at full cost
Collections and Calculations	Any collection points created for the Sales Invoicing Rule Group can be viewed and edited here - multiple collection points can be created for one rule group.

Complete the fields and click Save . Once the Invoicing Rule Group header has been completed and saved a sub navigation will appear to allow additional entities to be assigned.

These include:

Grouping and Formatting

Collection details must also be added to the Rule Group.

Note: All Invoice Rule Groups are suspended when they are first created, they must be activated to be used. Invoice rule groups can be activated and suspended as required.

Add Collection Details

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Collection Details define which date fields and which attributes and values must be met for a Task to be invoiced or WIP costs to be generated. The calculations define which Uplifts (mark-up) and discounts if any, will be applied. A Rule Group can have any number of Collections associated with it.

Modules > Sales Invoicing > Sales Invoice Rule Groups - Add Collection Details

Click Add Collection Details , A pop up window will appear which will allow the creation of a Collection Detail.

Click to view - Collection Details Fields and Descriptions

Field Name	Description
Collection Type	From the drop down select the collection type. The drop down will give different options depending on Rule type set on the Invoicing rule group header. This defines where in Concept Evolution the rule group will gather costs from: Tasks: Task - gather costs from Task finances. Task Purchase Order - gather costs from a Purchase Order associated with the Task. Schedule of Rates - gather costs from the Schedule of Rates associated with the Task. Time Record - gather costs from the Time Record associated with the Task - if time records are selected Invoicing Rate Groups can be referenced. Expenses - gather costs from the Expenses associated with the Task. Stock - gather costs from Stock associated with the Task. Contract: Contract Schedule - Gather costs from the Contract Invoice Schedule. Facility Booking : Booking Dates - Gather cost from a Facilities Booking for Room costs. Booked Inventory - Gather costs for a Facilities Booking for booked inventory. Booked Catering - Gather costs for a Facilities Booking for booked catering.
Collection Name	The name of the collection.
Select the attributes you will use to identify the data	Check the boxes for the attributes that can be used to identify the required identifiers for the Client.
Choose the values you will use to identify the data (click an underlined value to edit)	Once an attribute has been checked the required values can be assigned. Click the value, to assign values click Assign , entities in the right hand assignment window are connected.
Calculations	Check the boxes for the calculations to be used - these values will alter dependant on the collection type selected
Uplifts - Uplift by %	Enter a percentage for all costs to be uplifted by.
Uplifts - Uplift by Fixed Value	Enter a fixed value for all costs to be uplifted by.
Discounts - % of final Value	Enter a percentage for all costs to be discounted by.

Note: If Time records are selected from the collection type drop down, additional fields will appear within the calculations next to Resource Discipline Rates and Task discipline Rates. From the drop down an Invoicing Rate Groups can be selected. If this is connected against Resource, the Resources Discipline will be used as the reference point, if connected against Task, the Tasks discipline will be used.

Grouping and Formatting

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The finished invoice will want to be as clear as possible. The invoice can be grouped together to give totals over time or have each Task listed out. The amount of detail can be defined and the header and text labels can be altered to reflect the required business language.

Modules > Sales Invoicing > Sales Invoice Rule Groups - Grouping and Formatting

Click to view Invoice Rule Group - Grouping and Formatting

Field Name	Description
Invoice Group	From the drop down select the entity to group the invoice by - available groups will filter according to Rule type selected.
Header Text	Depending on the Invoice Group selected, field names will auto populate here, these can be manually amended and free text can be added.
Invoice Line items	From the drop down select how the invoice line should be shown - available Invoice line items will filter according to the invoice group selected.
Modify the text or field names that will be used for the description of each Line Item	Text of the Invoice line items can be manually adjusted to reflect business language.

Additional Icons

Icon	Feature	Description
	Add Collection Details	Adds collection details to invoice rule groups.
	Mark as Active	Activates the rule group.
	Mark as Suspended	Suspends the rule group.