An invoice format determines how Oracle Projects creates an invoice line. You can define different formats for labor, non-labor, retention, and retention billing invoice line items, and specify if you want to use the format for customer invoices, intercompany invoices, or both, how you want to summarize expenditure items, and the fields you want an invoice line to display. You can also include free-form text on an invoice line.

You can use customer invoice formats only for regular contract projects, and intercompany invoice formats only for invoices generated by intercompany billing projects. You can also share invoice formats between customer and intercompany invoices.

The grouping option specifies which expenditure items you want to summarize in an invoice line, and whether an invoice line item is labor, non-labor, or retention. Which grouping options you can select depends on the purpose of the invoice format.

The choice of fields you can display in an invoice line depends on the purpose of the invoice format and which grouping option you choose.

Defining Invoice Formats

To define an invoice format:

1. In the Invoice Formats window, specify an invoice format name, format type, use, and a grouping option. You must also specify a From effective date.

2. Specify start and end positions for each field you want to include in the invoice line and any text that you want to display in the line.

3. Save your work.

Invoice Formats Window Reference

Name. Enter a unique, descriptive name for this invoice format.

Format Type. Select a format type. The format type controls the invoice formats you see for labor, non-labor, retention , and retention billing when you enter invoice formats using the Projects window.

Effective From. Enter the date range during which you want the invoice format to be effective.

Use For. Select an option to indicate if you want to use this invoice format for customer invoices, intercompany invoices, or both. For an intercompany invoice, invoice lines can be grouped on provider and receiver organization combinations. Select an option to indicate if you want to group invoices by provider organization, or receiver organization, or both.

Grouping. Enter a grouping option for this invoice format. You can choose any grouping option available for this type of invoice. A grouping option specifies what fields are the primary grouping of items into invoice lines, and is based on the funding level of the project. A project budgeted at the top task will have a top task grouping rule.

Invoice Format Details. Enter the items you want to appear in the invoice line description:

Start and End. Specifies where you want this field to appear on the invoice line. Enter numbers between 1 and 240.

Field Name. Enter the name of the field that you want to appear on the invoice line. You can choose any invoice line field available for grouping option or the invoice format. However, if you are defining an invoice format that supports both customer and intercompany invoices, you can select only those fields that are shared by the two formats. Enter Text if you want to enter literal text in this position.

When you group invoice lines by expenditure category or expenditure type and choose to display units on the invoice, the system groups invoice transactions based on a combination of the expenditure category or expenditure type, and the transaction unit of measure. Therefore, if more than one unit of measure is associated with the transactions that relate to an expenditure category or expenditure type, then the system displays separate invoice lines for each combination of expenditure category or expenditure type, and unit of measure.

When you select Organization as Field, the invoice line displays Override to Organization in the invoice line description. If no override organization is defined, the invoice line displays Non Labor Resource Organization as text, which is defined only for usages.

If the process is unable to retrieve any value for invoice line description, No Description is displayed as the invoice line text.

Text. Enter the literal text that you want Oracle Projects to display as the value for this field. Oracle Projects skips this field unless you have entered Text in the previous field.

Right Justify Select if you want this field value to appear right justified between the specified start and end positions.

Oracle Projects enables this option for all numeric field values. Otherwise, Oracle Projects disables it.

About Invoice Formats for Intercompany Billing

If you are using intercompany billing, define an invoice format for summarizing cross-charge transactions. Depending on the requirements of the receiver operating units, you may need to define several invoice formats.

Formats defined for use by intercompany invoices cannot have a type of Retention.

Although one invoice format can support both customer and intercompany invoices, the list of values in the Field Name area will only include those values that are shared by the two formats.

Fremont Corporation Invoice Formats

Fremont Corporation uses three labor invoice formats: two non-labor invoice formats, one invoice format for retention, and one invoice format for retention billing. Invoice formats for Freemont are shown in the following table:

Job Invoice Format Details

The details of the Job invoice format are shown in the following table:

Employee Invoice Format Details

The details of the Employee invoice format are shown in the following table:

Job by Task Invoice Format Details

The details of the Job by Task invoice format are shown in the following table:

Expenditure Type Invoice Format Details

The details of the Expenditure Type invoice format are shown in the following table:

Expenditure Type by Task Invoice Format Details

The details of the Expenditure Type by Task invoice format are shown in the following table:

Retention Invoice Format Details

The details of the Retention Invoice format are shown in the following table:

Retention Billing Format Details

The details of the Retention Billing invoice format are shown in the following table: