Valuation - Sale Invoice

Open this screen in Saral/projects/reports/valuations

Turns a client's Certificate for Payment into the sales invoice in Xero the way it is done by hand: pick the project, drop the certificate, and the last invoice raised for that project is copied with the new certificate number, dates and amount, checked against the PDF, and posted. Accounts raises the invoice; the QS files the certificate on Contract & Budget and it arrives in this page's library.

You enter

The project, or let the certificate name it.
The certificate for payment and its payment notice — dropped, chosen, taken from the document library, or pre-filled from an application the client agreed.
Any field of the draft you want different from the copy: the organisation, customer, number, reference, dates, description, amount, account, VAT category, tracking.
Post as Draft, Awaiting approval or Awaiting payment; later, Edit invoice, or Archive / Void / Delete an entry with a reason.
On the register, the project a certificate belongs to where it was not recognised.

Saral fills in

The certificate read off the paper: contractor, employer, job reference, certificate number, dates, gross valuation, retention, previously certified, the amount of this certificate exclusive of VAT and the VAT.
The project's client company from Tracking Harmonisation, and the last sales invoice raised for the project in any company of the group — the one to copy.
The draft: customer, account code, VAT category and tracking carried exactly as last time; the invoice date from the certificate's issue date, the due date from the notice's final date for payment; the reference as the project name plus any PO number; the description with the certificate number stepped on; quantity 1 × this certificate's amount; the next invoice number in that organisation's sequence.
Every check before posting: a VAT rate that differs from last time or from the register, a copy from a different company than the project's client, an amount it could not read, a big file only partly read.
A certificate already read is reopened as it was, never read or charged again; one already raised says so and opens on its invoice.

It produces

The sales invoice in the right Xero organisation, with every dropped file attached, and Xero's own PDF of it in the preview.
The valuations register: every certificate read and the invoice it became, with its Xero status, a link into Xero and the PDF.
The job-reference → project mapping, taught by each post, so the next certificate for the job finds its project by itself; the applications register updated to the certificate.

What this page is for

Every month the client's QS certifies an amount, and someone in Accounts raises the sales invoice for it in Xero — copying last month's, changing the certificate number, the dates and the amount. This page does the copying and the reading; the person checks the draft against the certificate on the right and posts. The amount is always the amount of this certificate exclusive of VAT: the cumulative figure after retention and what was previously certified, not the gross valuation.

Where the draft comes from

The project decides the client company (from Tracking Harmonisation, else the company that raised the last invoice) and the last sales invoice for the project in any company of the group. That invoice is copied whole — customer, account, VAT category, tracking — and the certificate is laid over it: issue date, final date for payment, the certificate number stepped on in the description, this certificate's amount. The reference is the project name, plus a PO number if last time's carried one. With no earlier invoice the draft is built from the certificate alone and says so. Change the organisation by hand and the chart-specific fields are cleared and looked up afresh for that organisation.

Check before posting

The amber box lists what differs: VAT on the certificate at a rate other than last time's, a register rate that disagrees with the copied invoice, a copy from a company other than the project's client, an amount that could not be read, a large file read only in part. None of them blocks the post; each is a thing to look at on the PDF beside it. The VAT follows the price at the chosen rate and can still be typed over.

After the post

The invoice is in Xero at the status chosen, every dropped file attached, and the preview switches to Xero's own PDF with a link into the right organisation. Edit invoice reads it back as Xero holds it now — any field can change, and choosing another company posts a new invoice there and deletes or voids the old one, so there is only ever one. A paid invoice is never edited here: credit it in Xero. Posting under a project teaches the job-reference mapping, and the applications register follows the certificate where one matches.

Three doors in, one engine

The drop zone, Process on a library document and Raise invoice on the register all run the same read and open the same screen. A certificate read before is reopened as it was — nothing read or charged again — and one already raised opens on its invoice with a note. An application the client agreed or assessed, or that stands by default under s.110B, is offered as a pre-fill for the period nobody has invoiced.

Who does what

The page needs the Projects settings permission; posting, editing and closing an entry need Owner, Admin or Accounts. Assigning a project on the register needs projects.commercial.manage. A reader without the posting right sees the draft and is told to ask an Accounts user.

Where next

The invoice is value on the Live Project Report and the CVR for that project; the certificate itself was filed by the QS on Contract & Budget; the retention it held back is tracked on Retention.

Next screen: /projects/reports/reconciliation

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