Product Relationship: This Knowledge Article addresses functionality available in Sales and Delivery with Revenue.

Table of Contents

Create an Invoice

• Product Orders from an Opportunity
• Time Entries
• Milestones

Send an Invoice

• 1. Manually via TekStack
• 2. Automatically with Business Central

Review an Invoice
Review Invoices Lines

• On a product invoice
• On a project time entry invoice
• On a milestone invoice

Create an Invoice

You must have the Revenue area subscription along with your Sales or Delivery area options. This area in TekStack automates software and services invoicing, and helps you track monthly recognition of subscription and services revenue. This article explains how to create invoices, review them, send them to clients and then mark them as paid.

Invoices are created in two ways:

1. Automatically when an order is generated from an opportunity. See Review Opportunities and Generate Orders.
2. From the Revenue area, for time and material entries, and milestones.

Invoices are numbered with the date they were generated and a sequential number for example, 20221128-2187.

Once you have generated an invoice in the system, it is available to view in the Revenue area in a variety of lists. You can send an invoice to a customer from here or review it as an integrated “Sales Order’ in the Business Central accounting environment if you have the accounting integration available in TekStack.

Orders (from an Opportunity)

1. After generating an order from an opportunity, you can click the order link to see its detail.

When you generate an order from an opportunity, it creates the invoice, subscriptions, if applicable, and revenue.

2. Click the Invoices tab to see the associated invoice.

3. Click the invoice link to see tabs for a Summary, Invoice Lines and Billing Information. Note the Status Reason is New.

The invoice can now be prepared to send to the customer. See the next section, Send an invoice, to send either manually via TekStack or automatically via your Business Central integration.

Time Entries

Whether approved or not, time entries appear on the Time Entry Approval list in the Delivery area. Confirmed time entries can also be approved from the view, Project Approvals.

To approve time entries, you must be a resource (under the Team tab in the project) with Time Entry Approver toggled to Yes, on the project.

1. Select the time entry you want to approve, and then click the Approve icon in the sub-grid ribbon.

Before selecting the time entry:

After selecting the time entry:

A message appears asking you to confirm your approval.

2. Click Yes.
3. Now find the time entry on the Time Entries to Invoice view. Or, find it in the Time & Materials (T&M) Invoicing in the Revenue area under Services Invoices.
4. Select the time entry and then click the Invoice Time Entries icon in the sub-grid ribbon.

A message appears asking for confirmation.

5. Click Invoice Selected.

Note: This process may take some time. Wait for the invoice to be generated.

6. The invoice is created and now appears on the invoices lists. In the Revenue area, from Invoices on the left navigation, select the New Invoices view. Note the Status Reason is New.

The invoice can now be prepared to send to the customer. See the next section, Send an invoice, to send either manually via TekStack or automatically via your Business Central integration.

You can invoice multiple roles on the same project.

The invoice will show the hours each role completed. See the Invoice Lines for the list of roles and hours invoiced.

7. Click the Role link to see the dates, name of resource and hours worked.

Note: If hours have been set to non-billable, the sales amount will display as zero on the invoice.

Milestones

1. From Projects in the left navigation in the Delivery area, select the project and then click the milestone to open it displaying the General tab.
2. To create an invoice for a Milestone task, you must first mark the task Complete by pressing Complete Milestone.

The Details tab shows the basic information about this milestone.

3. The following message appears noting that the Status Reason of the milestone will be set to Ready to Invoice.

4. Click OK.

This milestone now appears on the Milestones to Invoice list in the Revenue area.

5. From Services Invoices in the Revenue area, click Milestone Invoicing and then select the milestone. (You can click to open it and see the record as above, now Completed – Ready to Invoice.)
6. Click the Invoice Milestone icon in the sub-grid ribbon to generate the invoice.

A message appears asking for confirmation.

7. Click Invoice Selected.
8. The invoice is created and now appears on the invoices lists. From Invoices on the left navigation in the Revenue area, select the Invoices Ready to Send view.
9. Select the invoice number, identified by Account, Project name and date of invoice.

You can now review the invoice information on the tabs for Summary, Invoice Lines and Billing Information. You will see in this case the Status Reason is Ready to Send.

The invoice can now be prepared to send to the customer. See the next section, Send an Invoice, to send either manually via TekStack or automatically via your Business Central integration.

Invoice Type	Status Reason
Order from Opportunity	New
Time & Materials	New
Milestone Invoice	Ready to Send

Note: On a Fixed Price project which typically is based on Milestones, you can approve Time Entries but you cannot invoice them.

Send an Invoice

There are two ways to send an invoice:

1. Manually via TekStack.
2. Automatically when integrated with Business Central.

You may want to perform an audit to review for accuracy. Then select invoices to send to customer.

1. Manually via TekStack

To send an invoice to a customer through the TekStack app, it must be set to Ready to Send. Remember, when you created an invoice for a milestone, its Status Reason was Ready to Send. Therefore, you only need to set invoices that are New.

This would likely be done by your management or accounting group as part of an audit process to ensure invoices contain the correct information.

1. From Invoices in the Revenue area, select the view, New Invoices. Here you will see a list of invoices that must be reviewed and readied to send to customers.
2. To review the invoice, click the invoice name.

As shown previously, you can now review the invoice information on the tabs for Summary, Invoice Lines and Billing Information. See the Review an Invoice section below.

3. To set an invoice Status Reason, click the arrow to the right of New and change it to Ready to Send.

Once an invoice is set to Ready to Send, you can see it on the Invoices Ready to Send.

4. Select invoices you want to send to the customer and click the Send Invoice(s) icon.

Example 1

Example 2

A confirmation message appears.

5. Select the email template. You may have a few to choose from. Note: this list will include all your email templates.

Now, the email template will generate a document in the background that attaches to the email and goes to the customer.

The list is updated and the invoice will now appear in the Sent to Customer view.

6. Click the invoice to see the Status reason is now changed to Sent to Customer.

Once customer pays an invoice, the Accounting group or Financial Analyst must return to invoice record in TekStack and update the Status Reason.

7. From the menu in ribbon at the top of the form, click Deactivate.

A message appears asking for confirmation. Note that the action will change the status of the Invoice to Paid.

8. Click Deactivate.

The Status Reason on the invoice is now Paid. This invoice will now appear in the View in Invoices called Paid Invoices.

2. Automatically with Business Central

If you are using Business Central, this process assumes you have set your account there as “Set Ready for TekStack Invoice Import”. In the Customer Card in Business Central, you will see a toggle switched to “Ready for TekStack Invoice Import”.

With this integration in place, when an invoice is created in TekStack, it automatically synchronizes to Business Central. There it is known as a Sales Order.

Here your accounting group would check the invoices (Sales Orders) to ensure they have synced to Business Central. They will appear in a Business Central list called TekStack Invoices if successfully synchronized. If a problem occurs, they will be listed in the tile on your Business Central called Failed Invoice Imports.

If status of the Sales Order is paid in Business Central, it will synchronize back to the Invoice in TekStack as Deactivated and the Status Reason will be Paid.

Review an Invoice

The Summary tab shows details of the invoice. It will open to show a Summary, Invoice Lines showing the details of the order and the Billing Information.

Summary - The Summary shows more details information including the Unit, price, quantity, total amount total tax, total value and monthly price. basic information.

Note: If you find the Tax Group has not been added, you can add it here. Then, it will cascade back to the account.

Invoice Lines - The Invoice Lines tab shows the product(s) or services, resource role, or milestone on the invoice. Click the line item to see more information.

On a product invoice:

Open the Invoice Line to a Summary tab. Two parts appear:

• General shows the basics: Product name, order number, sequence number and invoice ID.
• Details shows more information.

On a project time entry invoice:

On a milestone invoice:

Billing Information – This tab shows the billing information.

You have now seen how invoices are generated in three different scenarios, how you can review them for accuracy, how you can send them to your customers, and how to mark them as paid.