Invoices

Contract invoices

A contract invoice records the details that are received from the vendor. You associate the contract invoice with a contract. You also associate the contract invoice with a budget, so that when a payment is made, the amount is committed against the budget.

Task invoices

Task invoices that are submitted for task-related work must contain the task ID in the invoice line item. The task must be associated with a service agreement or a blanket purchase order. The service provider is named either in this service agreement or in the blanket purchase order.

If an internal organization has primary responsibility for the task and an external service provider performs the work on behalf of the organization, the internal organization is listed as the responsible organization on the task. The external service provider is listed as an organization resource.

If an external service provider has primary responsibility for the task, the external service provider is listed as the responsible organization on the task. If the external service provider subcontracts the work to another external service provider, the subcontractor is listed as an organization resource.

Utility invoices

The utility invoice supports invoice functions that are related to energy, water, and waste usage. The utility invoice includes cost data that is gathered from meter readings or a utility service provider.

Buildings can be master metered, which means a single meter can service multiple buildings. When utility bills are processed and the corresponding log records are created at the building level, you need to know the buildings that a meter services. You also need to know the proportionate allocation for each building in the bill line item for the overall utility. A single meter can service multiple buildings, and the utility usage and costs need to be proportioned appropriately. Meters are defined as building equipment assets.

When the utility invoice is approved, the energy, water, and waste log records are filled for the corresponding buildings.

Purchase order invoices

When no contract exists between the vendor and organization, a purchase order (PO) invoice captures details about the products or services that are provided. An invoice is generated to charge for the products or services. The PO invoice is associated with the corresponding purchase order.

The PO invoice is associated with a budget. When a payment is made, the amount that is specified in either the PO or the PO invoice is committed against the budget.