Create Invoice from Multiple Quotes

This (optional) functionality gives you the ability to attach multiple Bids to a single interim Invoice.  Once attached, you can invoice a percentage of each Bid or a specific total which will evenly calculate the percentage/cost of all attached Bids.

Please Note: In order to use this feature, please contact CETA and we can enable it for you.

To attach multiple Quotes to a single interim Invoice:

1. Create an interim Billing Approval as normal, selecting one of the Quote IDs
2. The Accounts Transaction pop-up will open in a new tab
3. Next to Quote ID click Add / Remove and the Add / Remove Quotes Tool* will open
4. Select the Quotes required from the Select Quotes panel, using the checkboxes, and click Add Selected Quotes
5. Attached Quotes will now appear in the Attached Quotes panel. Add either an interim amount or percentage of the Bid to Invoice (entering either will automatically update the other field, and also calculate the Interim Total)
6. When the desired total for Invoicing has been reached, Close the Add/Remove Quote pop-up
7. Change the Accounts Transaction to an Invoice as normal

Please Note: To set a specific total, click the ‘Set Total’ button next to the ‘Amount (Net)’ value. When you enter the new total the system will update each of the Interim amount/% of Quote values evenly across all of the attached Bids.

To Remove Quotes:

1. Select the Quotes to remove using the checkboxes in the Attached Quotes panel
2. Click Remove Selected Quotes

*Add/Remove Quotes tool:

• Select Quotes panel: The panel at the top lists the Bids that are available for you to attach to the Transaction
• Attached Quotes panel: The lower panel will display the Bids that are already attached to the Transaction. Initially, you should see the original Bid that was selected when creating the Interim Billing Approval

Please Note: 

• The Quotes (which can be added) shown in the Add / Remove Quotes window are limited as follows:
  • Only Quotes in the currency of the Project or Accounts Transaction are shown
  • Quotes with differing exchange rates (where applicable) cannot be added to the same Accounts Transaction
  • All Quote statuses are included unless configured otherwise (eg 'Confirmed only'). If you wish for this configuration to be changed please contact CETA
• The Interim Amount  in the Add / Remove Quotes window can be edited in the Project currency (as well as the Quote / Accounts Transaction currency, if different)
• The currency of Quotes cannot be changed once linked to an Accounts Transaction
• The currency of Accounts Transactions cannot be changed once linked to Quote(s)
• The exchange rate (for alternate currency) Accounts Transactions cannot be changed once linked to Quote(s)
• Interim Billing Approval Accounts Transactions can be made without selecting a Quote, however doing so means Quote(s) cannot be added/removed later
• Accounts Transactions made and linked to a Quote by the old method (prior to multiple Quotes feature being enabled) cannot have Quote(s) added or removed
• Accounts Transactions cannot be copied