This guide describes the Invoicing enhancements included in Kimble Release Winter 19. We have also attached a .pdf version for your convenience.
In Kimble’s Winter 19 Release, Kimble has introduced a range of Invoicing Enhancements, in order to increase both flexibility and usability. In Winter 19:
- Multiple Elements on an Engagement may be grouped together by setting them as Invoiced with an Invoice Container – allowing multiple Child Invoicing Elements to be Invoiced as if they were items on the Parent Invoicing Element.
- Enhanced Invoice Format functionality provides flexibility when managing what will be displayed for each Invoice line item, including Custom Fields.
- Multiple Invoice Adjustments pertaining to specific Engagements and/or Elements may be created within the Invoice Wizard.
- Enhanced Invoice Headers may include Delivery Element/Engagement details.
- Dispatched Invoices have a new Download button, both downloads and emails are tracked.
- Details of Time, Expense, Milestones etc. may be attached to an emailed Invoice in .CSV Format.
- Partial Credit Notes may be used to partially credit an Invoice, and a new Status, Partially Credited, is tied to credited Invoice Items on a partially credited Invoice.
- The Billing Account is now included on the Invoices List.
Invoice Formats define the way in which revenue items to be included on an Invoice/Credit Note are grouped and presented when the Invoice/Credit Note is generated. The Invoice Format specifies:
- the Grouping Rule for each type of Revenue Item.
- for Invoices which include Time, whether then Invoice should be shown in Tabular or Narrative format.
- the terms to be used when building narratives – for example, how date ranges should be presented or how the details of a Milestone are displayed.
Previously, fixed Grouping Rules provided a set of options for grouping Revenue Items on Invoices. In Kimble Release Winter 19 a new, dynamic Group Criteria allows you to group items by any related Field.
Narratives determine the fields displayed for a Revenue Item on an Invoice. In Kimble Release Winter 19 a new Narrative Builder allows you to determine which fields are displayed, in which order, and any fixed text of punctuation around them.
Invoice Adjustments add or remove an amount from the total amount invoiced. Invoice Adjustments do not impact the reported Revenue like a Revenue Adjustment would. You might adjust an Invoice without affecting Revenue if you have agreed to bill the client for an amount which is different from the amount of revenue which you want to recognize against the project.
Credit Notes can only be raised once an Invoice has been dispatched. Prior to Kimble’s Winter 19 Release, raising a credit note for a dispatched invoice would revert all invoice items associated with the invoice back to a state that is ready for invoicing. Partial Credit Notes now enable you to revert only some items on an Invoice.
The Billing Account is the Account an Invoice is sent to. The Billing Account may be changed over time. Prior to Kimble’s Winter 19 Release, the Billing Account for a specific Invoice could be viewed on the Invoice Home Page or through reports. The Billing Account associated with an Invoice is now displayed on the Financial Management > Invoices screen on each Engagement.
Forecast Status details how likely a deal is to be won. In the standard configuration of Kimble, four Forecast Status codes are present:
- P1 - Won (100% probability) - FIRM
- P2 - Probable opportunity (typically 50% and above probability of winning) - PROBABLE
- P3 - Possible opportunity (typically up to 50% probability of winning) - POSSIBLE
- P0 - Lost (0% probability) – LOST
Introduced in Kimble Release Summer 18, Flexible Templates allow creation of Commercial Document Templates (i.e. Invoice Templates) with Custom Fields, and increase Kimble's ability to quickly and efficiently support requests for customized document templates. In Winter 18, the Flexible Template has been enhanced, and can now include details from the Delivery Element/Engagement in the Header.
Kimble has introduced new Invoicing Container functionality. Previously, an Invoicing Container could be used to group Invoiceable Items within a single Element for the purpose of allocating Purchase Order Cover or Invoicing through the wizard.
· Previously an Invoicing Container must be within an Element.
· In Winter 19, an Invoicing Container may contain multiple Elements.
In Kimble’s Winter 19 Release, Invoicing Containers may be used to group Invoiceable Items from many Elements, allowing a more streamlined Invoicing process when Invoicing Items from many Elements at once.
A new org-wide setting, Allow elements to be grouped for invoicing, must be enabled to utilize Invoicing Containers.
Multiple Elements may be grouped together under a Parent Invoicing Element, providing the following criteria are met:
- The Parent Invoicing Element’s Forecast Status is at least that of the Child Invoicing Element’s Forecast Status (E.g. Parent is P1, child can be P1 or P2).
- The Parent Invoicing Element and all Child Invoicing Elements must have the same Product Domain.
- A Child Invoicing Element can only be invoiced through one Parent Invoicing Element.
- A Child Invoicing Element can’t be added to a Parent Invoicing Element when at least one item (such as a Milestone or Time Entry) has been Invoiced or has been written off through a Revenue Adjustment.
- A Child Invoicing Element can’t be removed from a Parent Invoicing Element once an item has been invoiced.
Elements can be added to an Invoicing Container:
- When adding a new Element onto an Engagement.
- When editing an existing Element.
- From the Invoices screen.
To add a new Element to an Invoicing Container from the Engagement Scope screen:
- Navigate to the relevant Engagement Scope.
- Click the burger menu next to the Engagement name.
- Click Add a New Element.
- Select a Product with the same Product Domain as one or more existing Elements on this Engagement.
- Select a Parent Invoicing Element from the Invoiced With dropdown.
- Click Save.
To add an Element to an Invoicing Container by editing the Element:
- Navigate to the Engagement Scope.
- Click the Burger Menu next to the Element you wish to add to an Invoicing Container.
- Click Edit.
- Select the relevant Parent Invoicing Element in the Invoiced With dropdown.
- Click Save.
Switch back to invoicing the Element on its own by selecting Invoice Element on its own. Note that you will not be able to switch back to invoicing the Element on its own once anything on the Child Invoicing Element has been Invoiced or written off via a Revenue Adjustment.
To remove Child Invoicing Elements from Parent Invoicing Elements:
- Navigate to Financial Management > Invoices on the relevant Engagement.
- Click Edit next to your desired Parent Invoicing Element.
- Check the checkbox(es) next to Element(s) that you wish to invoice with this Element.
- Click Save.
Switch back to invoicing the Element on its own unchecking all checkboxes and clicking Save. Note that you will not be able to switch back to invoicing the Element on its own once anything on the Child Invoicing Element has been Invoiced or written off via a Revenue Adjustment.
- Once you have grouped multiple Invoices into an Invoicing Container, Purchase Orders and Budgets are applied to all Elements within the Invoicing Container.
- Revenue continues to be recognized at the Element Level.
- The first page of the Invoicing Wizard shows only the Parent Invoicing Element.
- Items from all grouped Elements are shown on the second page.
- On the Invoice, items are grouped together.
In Kimble’s Winter 19 Release, Kimble has enhanced its Invoice Format functionality, providing additional flexibility in what will be displayed for each Invoice line item, including the ability to include Custom Fields.
A new, dynamic Group Criteria allows you to group items by any Field, and a Narrative Builder allows you to detail exactly which Narratives are displayed, in which order, and with what punctuation around them.
Including a Custom Field on an existing Invoice Format
To edit an Invoice Format so it includes a Custom Field on the Invoice Lines, which are grouped by that Custom Field:
- Navigate to Invoice Formats.
- Click Edit in the dropdown next to the relevant Invoice Format.
You may also Clone an existing Invoice Format or create a new one from scratch.
- Select the relevant Revenue Item Type:
- Time Entry
- Expense Item
- Annuity Revenue
- Annuity Cost
- Revenue Adjustment
- Deposit Adjustment
- Open the Group Criteria dropdown.
- Select your Custom Field by drilling down through the available Objects and Fields.
|The user must have Admin privileges to see Objects and Fields, including any Custom Fields which may have been added.|
- Click Add.
If any Group Criteria are no longer relevant, select them and click Remove.
- Click to edit the available Narrative Sources.
The Narrative Source is the origin of the text that will be replaced in the narrative.
- Click New Narrative Source.
- Enter details for your Custom Field.
- Source – the name used to identify the source in the Invoice Line Narrative or Invoice Wizard Narrative field.
- Prefix – text that will appear immediately before the substituted text e.g. a space, an open bracket etc.
- Suffix – text that will appear immediately after the substituted text e.g. a closed bracket, a comma, a space etc.
- Type – the type of substitution that will be carried out for this source.
- Date - Narrative is a date, which handles both single dates and date ranges, using the SingleDateNarrative and DateRangeNarrative fields on the Invoice Format.
- Field – Narrative originates from a defined field specified in source. If a number may be Sum, Min or Max.
- NumberOfUnits - Narrative is the number of units, defined by the NumberOfUnitsNarrative field on the Invoice Format.
- RatePerUnit - Narrative is the rate per unit, defined by the RatePerUnitNarrative field on the Invoice Format.
- RatePerUnitPerPeriod - Narrative is the rate per unit per period, defined by the RatePerUnitPerNarrative field on the Invoice Format.
- TaxCode - Narrative is tax code name, determined by invoicing wizard.
- UnitSum - Narrative is total number of units, defined by field specified in source.
- UnitType - Narrative is the unit type, defined by field specified in source
- Field – the field to query for the source, starts at either DeliveryElement, SupplierInvoiceableItem or InvoiceableItem.
- Aggregate -
- Sum – the sum of the values of the field defined in the source. Can be used for decimals.
- Min – the minimum value of the field defined in the source. Can be used for decimals or date fields.
- Max – the maximum value of the field defined in the source. Can be used for decimals or date fields.
- Click Save.
- Click into the Invoice Line Narrative where you would like to add the Custom Field, and select the new Narrative Source.
- Click Save.
Check that your new Invoice Format is displaying as expected on a new draft Invoice.
|There is no Validation on the dynamic Group Criteria, nor on the Narrative Builder. If you require any assistance to customize Groupings and Narratives, please have your Kimble System Administrator contact Kimble.|
In Kimble’s Winter 19 Release, enhanced Invoice Adjustment functionality enables you to create multiple Invoice Adjustments on a single Invoice. As in earlier Releases, Invoice Adjustment Reasons may be configured so the Invoice Adjustment may be applied to the Account, a specific Engagement on the Invoice, or a specific Element. In Winter 19, multiple Invoice Adjustments may be applied to an Invoice. A many-to-many relationship allows multiple Invoice Adjustments of any scope – Account, Engagement or Element, to be applied to an Invoice.
|For help configuring Invoice Adjustment Reasons, please have your Kimble System Administrator contact Kimble.|
To create an Invoice Adjustment:
- Create a new Invoice.
Either through Financial Management > Invoices on an Engagement, or Click New on the Invoices tab.
- Select all items to include and click Next.
Repeat this step for each Element included on the Invoice.
- Click Add Invoice Adjustment.
- Select an Invoice Adjustment Reason in the dropdown.
Invoice Adjustment Reasons may be configured to be applied against the Account, an Engagement, or an Element. If applicable, you will be able to select which Engagement or Element to apply the Invoice Adjustment on.
- Enter an Invoice Adjustment Amount.
- Enter a Description.
- Click Add.
Invoice Adjustments are displayed. You may then Add additional Invoice Adjustments as needed or Remove any added in error.
- Click Next to continue through the Invoicing Wizard.
In Winter 19 the Flexible Template has been enhanced, so that where an Invoice or Credit Note contains only one Element or Engagement, fields from the Element/Engagement may be included in the Invoice Header.
This feature could be used to include the Engagement Reference in the Invoice Header.
|To include Element/Engagement details on Invoice headers, please have your Kimble System Administrator contact Kimble.|
To facilitate better tracking of Dispatched Invoices and Credit Notes, Kimble’s Winter 19 Release introduces a new Download button, displayed when the Invoice/Credit Note has been dispatched or emailed. Details of who downloads/emails the dispatched Invoice and when is tracked in the Activity History section on the Invoice Home screen.
To Download a Dispatched Invoice:
- Navigate to the Dispatched Invoice.
- Click Download.
- Select the PDF of the relevant Invoice.
- Click OK.
The PDF opens in a new tab.
A new Activity History section on the Invoice Home screen details downloads and emails.
A new button on the Invoice Home page: Dispatch and Email allows you to dispatch and email an Approved Invoice with fewer clicks.
In Kimble’s Winter 19 Release, additional details such as a list of Time Entries, Expense Items or Milestones may be attached to emailed Invoices in a .CSV file.
When configured, select an Attachment and a Type under Attachment Options on the Email Invoice pop up to attach additional details.
|To attach additional details to email Invoices, please have your Kimble System Administrator contact Kimble.|
Partial Credit Notes may be used to partially credit an Invoice; a new Status – Partially Credited – is tied to credited Invoice Items on a partially credited Invoice.
Partial Credit Notes must be enabled in your organization. If not enabled, newly created Credit Notes will include all Items on the Invoice.
To enable Partial Credit Notes:
- Navigate to Reference Data.
- Click Kimble Config.
- Toggle Enable Partial Credit Notes on.
Note that once you have created a Partial Credit Note, this setting may not be toggled off.
When Partial Credit Notes are enabled, you can select some or all Items on an Invoice when raising a new Credit Note. If only some Invoice Items are selected, Kimble will create a Partial Credit Note. Multiple Partial Credit Notes may be raised against a single Invoice.
To raise a Partial Credit Note:
- Navigate to the relevant Dispatched Invoice Home Page.
- Click Raise Credit Note.
- Select Items to Include on Credit Note.
Select only some Items for a Partial Credit Note.
- Click Next and continue through the Credit Note Wizard.
Once the Partial Credit Note has been Approved and Dispatched, the Invoice Status is updated to PartiallyCredited.
Additional Partial Credit Notes may be created by clicking Raise Credit Note. They will appear on the Invoice Home Page.
The Billing Account for each Invoice is now displayed on the Invoices list displayed on Financial Management > Invoices.
To view the list of Billing Accounts:
- Navigate to Financial Management > Invoices on the relevant Engagement.
Billing Account is displayed in the Invoices list.