CIPAceTM Help

Full Screen Mode

Navigate Here: Financials > Invoices > Browse Invoices; select an invoice > Line Items tab

You can only add and edit Invoice Line Items when the Invoice Status is Draft, Under Review or Rejected. After the invoice has been Approved or Paid, you cannot edit its line items again but you can view the Line Item Detail.

You can add new invoice line items by any of the following ways according to different invoice categories & types:

Contract-Invoice

Invoice Type: Non NTE

Load from Contract: By clicking this button, a window where you can select contract line items from the associated contract will pop up. Make your selection and click the OK button. The popup window will be closed and the selected contract line items will be inserted as invoice line items with default values of SOV Item, Project, Fund, (Sub-)Contractor, Unit, Unit Price, Quantity, and Amount (if these fields exist in invoice line item and have been configured with Attribute Mapping).

Invoice Type: NTE

1. Enter a number in the "Lines" textbox and then click the Add icon in front of it. The specified number of blank line items will be appended to the bottom of the list for you to edit.

2. Click at the left of a line item. A blank line item will be inserted below for you to edit.

3. Load from Contract Charge Rate: By clicking this button, a window where you can select contract charge rate line items from the associated contract will pop up. Make your selection and click the OK button. The popup window will be closed and the selected charge rate line items will be inserted as invoice line items with default values for Role and Unit Price.

PO-Invoice

Load from Purchase Order: By clicking this button, a window where you can select PO line items from the associated PO will pop up. Make your selection and click the OK button. The popup window will be closed and the selected PO line items will be inserted as invoice line items with default values of SOV Item, Project, Fund, (Sub-)Contractor, Unit, Unit Price, Quantity, and Amount (if these fields exist in invoice line item and have been configured with Attribute Mapping).

Invoice-Only

1. Enter a number in the "Lines" textbox and then click the Add icon in front of it. The specified number of blank line items will be appended to the bottom of the list for you to edit.

2. Click at the beginning of a line item. A blank line item will be inserted below for you to edit.

3. Load from SOV Item: By clicking this button, a window where you can select SOV items will pop up. Make your selection and click the OK button. The popup window will be closed and the selected SOV items will be inserted as invoice line items with default values of SOV Item (if SOV item exists in invoice line item and have been configured with Attribute Mapping).

Click the Duplicate icon at the beginning of an invoice line item. A new line item will be copied from this invoice line item and inserted below for you to edit.

Invoice line items are in viewing mode by default.To edit an invoice line item, you need to click the Edit icon at the front of the row or double-clicking the line item.

Item No.: Invoice line item number. It must be unique within the invoice.

SOV Item: Schedule of Value item that describes the work. Browse and select a SOV Item by clicking .

Project: The project which the invoice line item applies to. Browse and select a project by clicking .

Fund: The funding source of the invoice line item. Browse and select a fund by clicking .

(Sub-)Contractor: The vendor that performs the work of the invoice line item. Browse and select a fund by clicking .

Stored Materials: Specify whether this invoice line item is Stored Materials.

Unit: Unit of work for the line item.

Unit Price, Quantity and Amount: The value of the invoice line item. You can also see the Total Amount of all invoice line items at the top of the data grid.

Retainage Rate: The Retainage Rate of the invoice line item. Its default value is sourced from invoice general.

Retainage: The Retainage Amount of the invoice line item. It can either be calculated by [Amount × Retainage Rate] or be entered manually. The automation rule is: when Retainage Rate or Retainage is updated, the other value will be recalculated.

Amount Less Retainage: This is calculated by [Amount - Retainage]. You can also see the Total Amount Less Retainage of all invoice line items at the top of the data grid.

Remaining: The remaining amount of the invoice line item. Its value = [Contract/PO Line Item Latest Amount - (Contract/PO Line Item Completed Amount + Current Invoice Line Item Amount)]. The Remaining Amount is valid only when the invoice line item is loaded from contract or PO.

Associated Asset: The asset linked to the invoice line item by Asset Associated with Invoice Line Item function. After an invoice line item associated with an existing asset, the system will show the asset ID & name with a hyperlink under it, and you can click that hyperlink to go to the Asset Management page. If there is no asset associated, system will show "Not Associated" instead.

    Note: Besides the above common fields for all invoice types, the following fields are defined for specified invoice types and sections.

Resource: The resource who completed the wok of the line item. Browse and select a resource by clicking . Available options are all Labor type resources in the system.

      NTE

      All Sections

Resource: The resource who completed the wok of the line item. Browse and select a resource by clicking . Available options are all Labor type resources in the system.

Role: The role defined in Contract Charge Rate. Browse and select a role by clicking .

Once you've finished editing an invoice line item, click the Update icon at the front of the line. If you want to discard the edit, click the Cancel icon .

You can remove an invoice line item by clicking the Remove icon at the front of the line.

You can quickly find the invoice line items you want by clicking the Search icon . A popup window will be displayed, where you can enter search conditions in the search fields and click the Search button. The invoice line items will be filtered and the records that match the search conditions will be showed.

You can view all the invoice line items by click the Show All icon .

You can edit invoice line item(s) in batch mode in the following ways:

1. Select line item(s) and click the Batch Delete icon . These line items will be deleted in a batch.

2. Select line item(s) and click the Batch Update icon . The following batch update screen will be shown.

     - You can fill in the batch update values and click Save button at the bottom of the page to save the changes made on selected PO line items.

     - You can uncheck the “Is Updated” checkbox to deselect any unwanted values from the batch update.

     - You can force blank value to overwrite the existing values by checking the “Is Updated” checkbox of that particular field.

You can import invoice line items from Excel data source by clicking the Import Data icon .

You can export selected invoice line item(s) to Excel data source by clicking the Export Data icon .

Once you finish all operations in this page, remember to click the Save button to save all update to invoice line items, or else the update will be lost when you close or refresh the web page.

You can view the change history of the invoice line items by clicking the View Audit Trail button. The system will then open the Browse Audit Trail Details page in a new window.

Line Item Detail

Invoice Line Item Detail popup screen will show different forms under different invoice types by Dynamic Form configuration.