Pro Forma Invoices: Mass-Processing of Documents

This topic explains how to process multiple pro forma invoices, and how the system generates, changes, or works with documents as a result of the mass processing.

Mass-Validating Addresses

You can validate addresses for multiple projects and project-related documents (pro forma invoices and project quotes) on the Validate Addresses in Project Documents (PM507000) form. This form is available if the Address Validation Integration feature is enabled on the Enable/Disable Features (CS100000) form and an address provider is configured on the Address Providers (CS103000) form.

On the Validate Addresses in Project Documents form, you select the form in which the address records were entered in the Creation Form box, and select the unlabeled check boxes in the rows to be processed in the table. Then you click Validate on the form toolbar. To instead validate all the listed address records, you click Validate All on the form toolbar.

Mass-Billing Projects

You can initiate billing for multiple projects on the Run Project Billing (PM503000) form; this billing entails the creation of multiple invoices. A project is listed on the form only if the invoice date is after its next billing date, which is specified on the Summary tab of the Projects (PM301000) form.

To initiate billing for particular projects, you select the unlabeled check boxes in the rows of the projects to be processed in the table on this form, and click Process on the form toolbar. To instead initiate billing for all the listed projects, you click Process All on the form toolbar.

During processing, the system generates project invoices for the selected projects. Pro forma invoices will be created for only those projects that have the Create Pro Forma Invoice on Billing check box selected on the Summary tab of the Projects (PM301000) form; AR invoices will be created for projects for which this check box is cleared. The system creates project invoices with the date that is specified in the Invoice Date box in the Selection area of the form.

Mass-Releasing Pro Forma Invoices

Pro forma invoices can be mass-released. To release multiple pro forma invoices at a time, you open the Release Pro Forma Invoices (PM506000) form, select the unlabeled check boxes in the rows of the pro forma invoices to be processed, and click Release on the form toolbar. To instead release all the listed pro forma invoices, you click Release All on the form toolbar.

Mass-Recalculating Pro Forma Invoices

In some cases, you may need to validate the project balances to make draft invoice amounts and quantities of the project budget match the values of the change orders.

To recalculate budget values affected by change orders, on the Recalculate Project Balances (PM5040000) form, you select the Recalculate Draft Invoice Amount and Quantity check box in the Selection area. You then select the unlabeled check boxes in the rows of the projects to be processed and click Process on the form toolbar to process the selected projects. Alternatively, you can click Process All to process all the projects shown in the table.

For more information, see Project Budget: Recalculation of the Project Balances.