Create and modify invoices

Tekla EPM
2021
Tekla EPM Tekla EPM GO

Create and modify invoices

In the Invoices dialog box, you can create new invoices for contract items, modify or delete existing invoices, and create standard invoice documents or invoice reports.

To access the Invoices dialog box, do the following:

In the Contract & Invoicing dialog box, click Invoices.

Create an invoice

  1. In the Invoices dialog box, click New Invoice.
  2. At the top of the Invoices dialog box, define the invoice properties:

    Properties marked with an asterisk (*) are mandatory information.

    Option

    Description

    Application # *

    An identification number used to identify the invoice on the AIA G702 and AIA G703 reports.

    When creating a new invoice, the Application # field is automatically populated with the next available number.

    If necessary, type another number in the Application # field.

    Invoice #

    The invoice number used in your accounting software.

    Type the invoice number in the Invoice # field.

    Date *

    The date when the invoice was created.

    Click the arrow on the right side of the Date field, and select a date in the calendar.

    Period Start *, End *

    Dates that determine the date range during which the worked that is billed on the invoice was completed.

    Click the arrows on the right side of the Period Start and End fields, and select the start and end dates in the calendars.

    Retainage - Completed Work

    The retainage percent applied to the completed work.

    Type a value in the Retainage - Completed Work field.

    Note that when you create the final invoice, the value needs to be set to 0%, so that the retainage withheld from the previous invoices can be billed.

    Stored Materials

    The retainage percent applied to the stored materials.

    Type a value in the Stored Materials field.

    Note that when you create the final invoice, the value needs to be set to 0%, so that the retainage withheld from the previous invoices can be billed.

    Created By *

    The Tekla EPM user who is creating the invoice.

    When creating a new invoice, the default user is the one that is currently logged in to Tekla EPM on the current workstation.

    If necessary, click the arrow on the right side of the Created By list and select another user.

    Invoice To *

    The company and contact person that will receive the invoice.

    Click the arrow on the right side of the leftmost Invoice To list and select the company.

    Click the arrow on the right side of the rightmost Invoice To list and select the contact person.

    Notes

    Any additional notes or information about the invoice.

    Type any information in the Notes field.

  3. In the list in the middle of the Invoices dialog box, select the contract item for which you want to create the invoice.

    Note that the properties at the bottom of the dialog box change according to the selected contract item. If the contract item is linked to a schedule task, the % Complete field is populated automatically.

  4. Do one of the following:
    • To apply the sum that is to be invoiced to the completed work according to the completion percentage, click Apply to Completed Work.
    • To apply the sum that is to be invoiced to the stored materials according to the completion percentage, click Apply to Stored Materials.
    • To manually determine the sum to be invoiced and apply it to the completed work or the stored materials, type the sum in either the Current - Completed Work field or the Stored Materials field.
    • To set the sum to the full amount remaining, double-click the Current - Completed Work field or the Stored Materials field.

    The next material in the list of contract items is selected.

    If necessary, to add the currently selected contract item to the invoice, repeat step 4.

  5. Click Save to save the invoice.

Modify an invoice

  1. In the Invoices dialog box, select the invoice that you want to modify.
  2. Click Properties.
  3. At the top of the Invoices dialog box, modify the invoice properties:

    Option

    Description

    Application #

    An identification number used to identify the invoice on the AIA G702 and AIA G703 reports.

    When creating a new invoice, the Application # field is automatically populated with the next available number.

    If necessary, type another number in the Application # field.

    Invoice #

    The invoice number used in your accounting software.

    Type the invoice number in the Invoice # field.

    Date

    The date when the invoice was created.

    Click the arrow on the right side of the Date field, and select a date in the calendar.

    Period Start, End

    Dates that determine the date range during which the work that is billed on the invoice was completed.

    Click the arrows on the right side of the Period Start and End fields, and select the start and end dates in the calendars.

    Retainage - Completed Work

    The retainage percent applied to the completed work.

    Type a value in the Retainage - Completed Work field.

    Note that when you create the final invoice, the value needs to be set to 0%, so that the retainage withheld from the previous invoices can be billed.

    Stored Materials

    The retainage percent applied to the stored materials.

    Type a value in the Stored Materials field.

    Note that when you create the final invoice, the value needs to be set to 0%, so that the retainage withheld from the previous invoices can be billed.

    Created By

    The Tekla EPM user who is creating the invoice.

    When creating a new invoice, the default user is the one that is currently logged in to Tekla EPM on the current workstation.

    If necessary, click the arrow on the right side of the Created By list and select another user.

    Invoice To

    The company and contact person that will receive the invoice.

    Click the arrow on the right side of the leftmost Invoice To list and select the company.

    Click the arrow on the right side of the rightmost Invoice To list and select the contact person.

    Notes

    Any additional notes or information about the invoice.

    Type any information in the Notes field.

  4. If necessary, do either of the following:
    • To change if the invoiced amount is applied to the completed work or the stored materials, click either Apply to Completed Work or Apply to Stored Materials.
    • To manually change the amount to be invoiced, type a new value in the Current - Completed Work or the Stored Materials field.
  5. Click Save to save the invoice.

Delete an invoice

Deleting an invoice is permanent and cannot be undone.

  1. In the Invoices dialog box, select the invoice that you want to delete.
  2. Click Properties.
  3. In the lower-right corner of the Invoices dialog box, click Delete.
  4. To permanently delete the invoice, click Yes in the confirmation dialog box.

View, print, or export invoice documents or invoice reports

  1. In the Invoices dialog box, click the Invoice ribbon tab.
  2. On the menu, select Reports, or press Ctrl+R on the keyboard.
  3. In the Report Selection dialog box, select the desired invoice report.

    The AIA G702 and AIA G703 reports are standard forms for creating invoices.

  4. Do any of the following:

    To

    Do this

    View the invoice document or invoice report

    • In the Report Selection dialog box, click View.

    The selected report or document opens in Tekla EPM Report Viewer.

    You can use the Email Excel and Email PDF buttons at the top of the Tekla EPM Report Viewer window to email the report via Microsoft Outlook.

    Print the invoice document or invoice report

    1. In the Report Selection dialog box, change the number of the printed copies by clicking the + and - buttons.

    2. Click Print.

    3. To confirm printing the document or report, click Yes in the confirmation dialog box.

    4. In the Select Printer dialog box, click a printer to select it.

    5. Click OK.

    Export the invoice document or invoice report

    1. In the Report Selection dialog box, click Export.

    2. In the Export Format list, select an export format.

    3. Click Browse.

    4. Modify the file name according to your needs.

    5. Browse to the location where you want to save the exported file, and click Save.

    6. To attach the exported file to a Microsoft Outlook email and send it to a recipient, select the Attach to Email check box.

    7. To open the file after exporting it, select the Open Exported Document check box.

    8. In the Report Selection dialog box, click Export.

  5. To close the dialog box, click the Close button (X) in the upper-right corner.
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