PostProduction - managing invoices, production turnover and scheduled payments

Follow

Postproduction provides you with a synthetic view on your current projects in the selected month. If all conditions are met, you can also, in a few clicks only, begin your invoicing process. 

1. When you arrive on the PostProduction app, the best first habits to have are to: 
   - extend and adjust the perimeter to your needs in filters,
   - select the type of projects that you wish to invoice (as by default, all types are selected)
   - choose the period you wish to invoice. 
   
   
   
   Then you will find the following elements: 
2. Your current projects on the selected period, with the client related to the project
3. The resource(s), products, purchased deliveries linked to the project as well as information on the correlated order (if there is one) 
4. Days of production as well as the related timesheets. This allows you to see directly if timesheets of the selected month were submitted and if projects can be invoiced. 
   You can, directly from PostProduction, go to a timesheet by clicking on the icon in the Timesheets column. You can then view and check the timesheet (and validate it if you are a validator). 
   In order to understand the different states of timesheets, you can refer to the legend at the bottom of the app: 
   
5. Production turnover data is relayed thanks to timesheets and re-invoiced expenses in cases of monthly OR scheduled invoices in cases of scheduled orders. Information is paralleled with Invoiced turnover data in order to prevent duplicates. 
   Before invoicing, you will notice delta in red and ideally, you should notice no delta once the invoicing process is done. 

Verifications

Before invoicing on PostProduction, you should check and ensure that: 

• Your collaborators/products have their assigned ongoing deliveries 
• All ongoing deliveries are correlated with an order 
• Timesheets and expenses are submitted and validated
• In cases of package projects with scheduled invoices: schedules are all set up 

In order to check that all elements are met, from PostProduction, you can see the detail of your deliveries and orders. For that, you can click on the arrow on the right to see full details of each line. 

• For monthly orders: Production turnover corresponds to the Daily Sales Charge x Number of days declared on the resource's timesheet. Important: it can be calculated on PostProd thanks to the submitted timesheets. 
  
  
• For scheduled orders: You can find the "Schedule" mention under the order number. Even though production days come up from timesheets, what matters the most is the scheduled invoice set up in the order. That way, for as long as the project lasts, you will see it appear in PostProduction BUT you can only create an invoice if one was scheduled for the selected month. 
  
  
• Note: You have the possibility to add notes by clicking on the + button on the line of the related order. 
  Warning: this note only appears on PostProduction and will not be mentioned on the invoice.

Invoicing

 Once all conditions are met, you can start creating your invoices, either one by one by clicking on this button at each end of a line    or create invoices all at once by clicking on this button at the top right corner of the page.

You will then have the following message:

The tool will generate invoices in a Proforma state, which corresponds to a draft. In order to get to your invoices, just click on the link in the green section: Go to Proforma invoices list 

By clicking on this link, you will be redirected to the Billing module where you will find all invoices you just generated. After checking it, you can edit the invoice's state, download it as a PDF and send it your way or through our Emailing app.

The red section indicates that some invoices were not generated. This can be due to errors (see the following chapter) or due to the fact that the invoice for the related project was already generated. 

At the bottom of the page, you will find the legend for the different icons which can help you figure out where potential errors come from. 

The button could not appear in bold at the end of a line for a few reasons:

• You possibly have already generated an invoice, so an amount is already indicated for the Invoiced turnover, in that case, the tool won't allow you to make duplicates. 
  
  
• : There is no order correlated with your delivery 

In this case, you can click on your project > then go the delivery tab in order to correlate an order to this delivery (or more deliveries).
If an order already exists but wasn't correlated then go to your project > billing tab and click on the existing order. In the Information tab, select your delivery in the "Deliveries/Correlated purchases" drop-down menu. 

• :  There are multiple orders correlated to the same delivery and the tool doesn't know which to choose/use for invoicing. 

In this case, you should go to your project > billing tab and check the orders. On the wrong order, make sure to deselect the delivery in the "Deliveries/Correlated purchases" drop-down menu. As a reminder, if you need more than one order for the same project, you should always renew the existing delivery/deliveries (by selecting them and clicking on Create a renewal) and should then correlate them to your latest order created.

• : There are multiple deliveries on this project and some of them have a correlated order and some of them don't. 
  In this case, you should click on the arrow at the end of the line (on the right) in order to open and see the project's detail and to then go create an order or/and correlate a delivery for an existing order, as mentioned previously.