Adjust project payments

Introduction

The Adjust project payments functionality is used to overview and maintain project payments across projects. The functionality is suitable for the monthly evaluation of which contracts and projects are ready for invoicing now and which should wait. Companies selling other things than hours (e.g. courses or service licences) can use the functionality to update information about total numbers and discounts in one place monthly before invoicing.

Description

As default, the functionality shows all not invoiced payments on active as well as in-active projects and contracts, which have a payment data in the current month, and it can be filtered to display other views.

Filtering

Customer: Show contracts on projects for this customer only
Project manager: Show contracts on projects with this project manager only
Project status: Show payments on projects with this status only
Project: Show contracts on this project only
Contract status: Show payments on contracts with this status only
Contract: Show this contract only
Contract model: Show contracts of this contract model only (up to eight different models)
Standard period: Show payments with payment date in the pre-defined time period only
Period: Show payments with payment date in this time period only
Customer contact: Show contracts on projects where the contact is set as the customer contact in the project settings only
Account manager*: Show contracts on projects where the employee is set as the customer’s primary or secondary account manager in TimeLog’s customer database only
Partner*: Show contracts on projects where this employee is the partner only
Project type: Show contracts on projects with this project type only
Project category*: Show contracts on projects with this project category only
Department, projects*: Show contracts on projects belonging to this department or sub-departments only

*These filter options may be hidden, if they are disabled in the system administration or not available in your version of TimeLog.
** We have eight contract contract models in total. Your version of TimeLog decides how many contracts are available to you. Learn more about the contract models in our guide.

View options

The report contains several view options that broaden the amount of data shown.

With Show time & material contracts with continuous invoicing activated, payments on contracts of the type Time & material – Standard contract running with continuous invoicing are also shown.

With Show invoiced payments activated, the invoiced payments are shown as well.

With Show internal projects activated, the payments on internal projects are also shown.

Data

The interface contains the following columns which are also shown on single payments in the projects’ payment plans.

Customer: Project: Customer name, Project name and project number (in brackets)
Contract name: Name of the contract which the payment is linked to
Product number: The payment’s product number. Only visible, if the Product numbers functionality is activated in the system administration
Payment: Payment name
Comment: The payment’s internal comment. A text example: ”Cannot be invoiced before John approves”
Invoice date: Expected payment invoice date. When the payment is invoiced, the date is replaced by the actual booking date on the invoice the payment is linked to.
Quantity & Unit: Quantity is like 1 and Unit ”-” on most of the contract models. If you want to communicate e.g. Show no. of sold courses or Number of monitored servers, you can change the number to the actual quantity and with the relevant unit, e.g. pieces (pcs.). The information is transferred to the invoice line when invoicing
Rate: Price per unit before discounts
%: Agreed discount
Currency: Payment currency (the same as project currency)
Amount: The payment’s amount in selected currency
Ready for invoicing: The round icon is clickable. If you click it, the status is changed from/to Ready for invoicing. If the icon is grey and round, the payment is not marked as ready for invoicing, and the planned invoice date is not exceeded. If the icon is red and round, the payment is not marked as ready for invoicing, and the planned invoice date is exceeded. If the icon is a green check mark, the payment status is ready for invoicing.

If one or more payments are marked in the results list, the Select action menu to the right above the table can be used to delete the selected payments or move the invoice date to today’s date, a month, three months or a year ahead.

All shown payments can be exported to e.g. Excel for further processing.

Special remarks

It is possible to pre-define filters and layouts in the Page settings. It is also here, you set up what standard filter is pre-selected when you open the page, and if the page automatically loads the data contained in the standard filter when you enter the page.

It saves time, and you avoid manual entries when entering the report, and you get your default view right away.

AUTO SAVE: Please note that this page automatically saves your information each time you change and leave a field. There may be a short delay on the save action, so please do not leave the page before you see a green flash as confirmation of having saved the data on the last field you have edited.

 

Recurring product sales

(This special feature will be released to customers on Advanced versions in 2020.)

For each customer, you can get an overview of the available products and control which products should be added to the next invoice. You can e.g. 

  • enter the actual quantity of products sold
  • check that the price is correct
  • check that the invoicing text is

and make changes, if necessary. This helps you in your invoicing process, ensures high quality in your data and limits the risk of having to correct data later in the process.

 

The interface contains the following columns showing a line per product available on the project:

Customer: Project: Customer name, Project name and project number (in brackets)
Contract name: Name of the contract which the payment is linked to
Product number: The product's product number. Only visible, if the Product numbers functionality is activated in the system administration
Text on invoice: Shows the text that will be shown on your invoice
Invoice date: Expected product invoice date. When the product is invoiced, the date is replaced by the actual booking date on the invoice the product is linked to.
Quantity & Unit: Quantity and unit are copied from the settings you have made on the project. You can change the number to the actual quantity and with the relevant unit, e.g. pieces (pcs.) to match the agreement with the customer. The information is transferred to the invoice line when invoicing
Sales price: Price per unit before discounts
%: Agreed discount
Amount: The payment’s amount in selected currency
Ready for invoicing: The round icon is clickable.

  • If you click it, the status is changed from/to Ready for invoicing, and the pre-filled information from your project is added and created in TimeLog as an expense
  • If the icon is grey and round, the product is not marked as ready for invoicing, and the planned invoice date is not exceeded.
  • If the icon is red and round, the product is not marked as ready for invoicing, and the planned invoice date is exceeded.
  • If the icon is a green check mark, the product status is ready for invoicing. 

If one or more products are marked in the results list, the Select action menu to the right above the table can be used to delete the selected products or confirm the creation.

All shown products can be exported to e.g. Excel for further processing.

Last updated 02 Jul 2021