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The T&M invoice type has two line items attached to it, and both of those line items support sub-totals.
Line Item |
Formula |
Time Charges |
TIME_CHG |
Expenses |
EXPENSE_CHG |
Let's assume that we're using this format to generate a new draft invoice. Let's also assume that the new invoice is going to have the following time and expenses attached to it.
Source |
Code/Cat |
Budget Item |
Date |
Hours/Q |
Rate |
Amount |
Matyas, Jake |
Field:Inspection |
Phase 1 |
4/30/07 |
7.5 |
75 |
$562.50 |
Matyas, Jake |
CAD:Drafting |
Phase 1 |
5/1/07 |
7 |
75 |
$525.00 |
Bruska, Agnes |
Meeting, Client |
Phase 1 |
5/2/07 |
8 |
75 |
$600.00 |
Bruska, Agnes |
Calculation:Design |
Phase 2 |
5/3/07 |
10 |
75 |
$750.00 |
Bruska, Agnes |
Architectural Design |
Phase 2 |
5/4/07 |
10 |
75 |
$750.00 |
Bruska, Agnes |
Auto, Other |
-- |
5/4/07 |
-- |
-- |
$150.00 |
Bruska, Agnes |
Auto, Mileage |
-- |
5/4/07 |
75 |
0.485 |
$36.38 |
Time charges on this invoice total $3,187.50, so the value of TIME_CHG will be 3187.50. The value of EXPENSE_CHG will be 186.38 (because the invoice has 2 expenses attached to it that total $186.38).
When I generate an invoice using this set of line items, I'll get a final invoice that show two line items:
Bill To: Client ABC, Project XYZ 123 Main Street Chicago, IL 60602 |
Amount Due: $10,000.00 |
Item Description |
Amount |
Time Charges |
$3187.50 |
Expenses |
$186.38 |
Total Charges: |
$3,373.88 |
The invoicing engine just replaces the variable TIME_CHG with the amount $3187.50 and the variable EXPENSE_CHG with the amount $186.38. For a complete listing of the variables used by the invoicing engine, take a look at the end of this chapter.
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See Also |
When you create invoices, you can manipulate the sub-totalling options on your invoice templates to achieve the results you need. Take a look at a couple of specific examples.
Let's assume, for example, that you'd like to create an invoice for fees and expenses on a fixed-fee job. You'd like that invoice to show something like the following line items:
Description |
Amount |
Phase 1 |
$25,000 |
Phase 2 |
$15,000 |
Phase 3, Task 1 |
$2,300 |
Phase 3, Task 2 |
$1,500 |
Expenses |
$2,344.55 |
Here, we've sub-totalled the "time charge" line items, but we've left the "expense" line item alone. This can be accomplished on the invoice format that we've selected (T&M) because there are two separate line item "formula" for time charges and expense charges.
We can edit those line item "formula" from the Tools... System Settings... Invoice Types page. The sub-total option for each line item is at the bottom of the edit page. For the example shown above, we've turned ON sub-totalling for the time charge line item(s), and we've left it off for the expense charge line item.