A Project Invoice is a specific type of invoice issued for billing a customer against a particular project. These invoices can be created for projects with fixed pricing or for those that involve progress-based billing, where invoices are generated based on completed tasks or milestones. Project Invoices differ slightly from standard Sales Invoices but share some similarities in their creation process.

Steps to Create a New Project Invoice:

1. Navigating to the Project Invoice Creation:

   • Go to CRM > New > Project Invoice in the TamilAccounting ERP.

2. Selecting the Project and Customer:

   • Select a Project: Choose the specific project for which you are creating the invoice. Only billable projects that have not yet been invoiced will appear in the list.
   • Customer: The customer associated with the selected project will automatically be highlighted. You cannot change to a different customer not connected with the selected project.
   • Customer Branch: Choose the appropriate branch of the customer from the dropdown list to ensure accurate invoicing.
   • Reference: Enter a unique reference number or code for this invoice to facilitate tracking and future reference.

3. Entering Transaction Details:

   • Sales Area: Select the sales area from the dropdown menu to categorize the transaction.
   • Payment: Choose the preferred payment method, such as "Cash Only," from the dropdown menu.
   • Price List: Select the price list applicable to this invoice. If necessary, a new price list can be added.
   • Deliver from Location: Specify the location from which the goods or services will be delivered, ensuring accurate logistical details.

4. Setting Invoice and Exchange Details:

   • Invoice Date: Set the date on which the invoice is being created. This date will be used for tracking and accounting purposes.
   • Customer Currency: Confirm the currency in which the transaction will be conducted. The system will display the customer's default currency.
   • Exchange Rate: The system automatically displays the current exchange rate, which can be adjusted if necessary for accurate billing.
   • Bank Account: Choose the bank account from which payment will be processed.
   • Payment Type: Specify the type of bank account, such as a "Savings Account" or "Checking Account."

5. Adding Project Invoice Items:

   • Item Description: Select or enter the description of the items or services being invoiced. This could include specific tasks or deliverables associated with the project.
   • QOH (Quantity on Hand): The system will display the available quantity of the selected item.
   • Quantity and Unit: Specify the quantity required and select the appropriate unit of measurement.
   • Price After Tax: Enter the price per unit after taxes have been applied.
   • Discount: If applicable, apply a discount to the item price.
   • Total: The system will automatically calculate the total amount for each item based on the quantity, price, and discounts entered.
   • Additional line items can be added at the end of the particulars section if needed for comprehensive billing.

6. Applying Financial Adjustments and Calculating Totals:

   • Sub-total: This field is automatically calculated from the total of all items listed in the invoice.
   • Shipping Charge: Enter any shipping charges that need to be added to the invoice total.
   • Overall Discount: Apply an overall discount to the entire invoice if necessary, either as a percentage or a fixed amount.
   • Round Off: Adjust the final amount by rounding off if needed to simplify the total.
   • Amount Total: The total invoice amount will be automatically calculated after all adjustments, discounts, and additional charges are applied.

7. Updating and Saving the Invoice:

   • Update: Use the "Update" button to refresh and recalculate the totals if any changes have been made to the invoice items or adjustments.

8. Adding Additional Information:

   • Comments: Enter any relevant comments or notes related to the invoice. This could include special instructions, terms of payment, or additional details.
   • Attachment: Attach related documents or files by clicking the "Choose File" button. This could include contracts, specifications, or supporting documents.

9. Finalizing the Invoice:

   • Place Invoice: Click this button to finalize and submit the invoice. This will complete the invoicing process and make the invoice available for payment processing.
   • Draft: If you need more time to complete the invoice, click "Draft" to save it as a draft. You can return later to continue editing before final submission.
   • Cancel Invoice: If you decide not to proceed with the invoice, click "Cancel Invoice" to discard it and exit the process.

By following these steps, you can efficiently create and manage project invoices within the TamilAccounting ERP, ensuring that all billable work is accurately invoiced and tracked according to the specific needs of each project.