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OOONA Manager & QA

Finance

Resource invoices

Sections in this article:

The two types of resource invoices
System-generated invoices
- Configuration
- Exporting system-generated invoices
Resource uploaded invoices
- Configuration
- Uploading and managing invoices

The two types of resource invoices

The system enables two types of invoices: system-generated and user-uploaded.

The two types can be enabled from: Administrator > Web administrator > Configuration > Settings.

“Enable exporting invoices” will allow users to export the system-generated invoices.

“Enable uploading invoices” will allow users to upload their own invoices to the system.

System-generated invoices

System-generated invoices are PDF files generated by the system that list all the tasks within a given monthly resource report or monthly report, and contain the relevant information for invoicing.

Configuration

Follow these steps to set up the system-generated invoices:

Activate “Enable exporting invoices” from: Administrator > Web administrator > Configuration > Settings
(Optional) “Show company logo” will add your company’s logo to the top right corner of the generated PDF file.

3. (Optional) From the same page, it is also possible to customize the content of the exported invoices:

4. Select the resource types that should be able to export invoices from: Administrator > Tables > Resource types.

If the system doesn’t have any resource types set, the “Enable exporting invoices” setting will apply to all resources. More info on resource types in the Resource types article.

5. Exporting invoices requires a role: Can export invoices for enabled resource types

Tip: Add the needed role to a role group to apply the change to multiple resources at once.

Exporting system-generated invoices

PDF invoices can be exported from the resource’s Monthly resource report and Resource reports pages:

From My menu > Monthly resource report

If the monthly resource report has multiple currencies, the export will become available once a currency is selected.

From My menu > Resource reports

Users with the Department supervisor role can export invoices for other resources from the above pages. The role Can export invoices for enabled resource types is not required for this.

Additionally, invoices can be exported by users with the Finance role from Finance > Monthly resource report approval status.

This page allows invoices to be exported both per report (1) or per page (2).

And from: Finance > Billing > Resource reports.

This page allows invoices to be exported both per report (1) or per page (2).

Resource uploaded invoices

Configuration

Follow these steps to set up the system-generated invoices:

Activate “Enable uploading invoices” from: Administrator > Web administrator > Configuration > Settings
(Optional) “Invoice upload mandatory for approval/submit” will force resources to upload an invoice before they can submit or approve their reports.
(Optional) “Approval submit is mandatory for Invoice upload” will force resources to submit or approve their report before they can upload an invoice.

Uploading and managing invoices

Monthly resource reports

Basic resources can upload invoices from: My menu > Monthly resource report, using the icon in the top right of the page.

The upload of an invoice can be a requirement to approving a monthly resource report. More info in the Configuration section.

Once uploaded, the icon will change into a folder, indicating one or more files were already uploaded:

Clicking on this icon will take the user to the Invoice file list page, where existing invoices can be downloaded, deleted, and new files or updated versions of existing ones can be uploaded:

All uploaded invoices can be seen from Finance > Monthly resource report approval status, in the “Invoice received” column.

The folder icon will change to yellow if files have been uploaded.

Clicking on this column will take the user to the Invoice file list page, where existing invoices can be downloaded, deleted, and new files or updated versions of existing ones can be uploaded:

Resource reports

Basic resources can upload invoices from: My menu > Resource report, using the “Add invoice” column.

The upload of an invoice can be a requirement to submit a resource report. More info in the Configuration section.

Once uploaded, the icon will change into a folder, indicating one or more files were already uploaded:

Clicking on this icon will take the user to the Invoice file list page, where existing invoices can be downloaded, deleted, and new files or updated versions of existing ones can be uploaded:

This page can also be accessed from the Resource report’s Full view > Invoices tab.

All uploaded invoices can be seen from Finance > Billing > Resource reports, in the “Add invoice” column.

If the icon has changed to a yellow folder, it means a file has been uploaded.

Clicking on this column will take the user to the Invoice file list page, where existing invoices can be downloaded, deleted, and new files or updated versions of existing ones can be uploaded:

Wage reports

Invoices can also be uploaded from Finance > Wage report.

The folder icon will change to yellow if files have been uploaded.

Clicking on this icon will take the user to the Invoice file list page, where existing invoices can be downloaded, deleted, and new files or updated versions of existing ones can be uploaded:

Sending reminders

A reminder to upload an invoice can be sent to a resource using the “Send invoice reminder email” column (1), or sent to all resources in the current page using the “Send invoice reminders” icon (2) on the bottom of the page.

This can be done from both Finance > Monthly resource report approval status and Finance > Resource report (Finance).

In the case of the bulk action, only resources who haven’t uploaded an invoice yet will be notified.