Invoicing Enhancements (Summer 19)

This guide describes the new Invoicing Enhancements included in Kimble Release Summer 19. We have also attached a .pdf version for your convenience.

Introduction

In Kimble’s Summer 19 Release, Kimble has introduced a range of Invoicing Enhancements, in order to increase both flexibility and usability. In Summer 19:

• A new Generate and Dispatch button allows you to simultaneously generate and dispatch Invoices from the Engagements for Customer Invoicing Delivery Engagement list view.
  
  
• Billing Account and Billing Contact can now be specified at 3 levels: ​
  • Account
  • Delivery Engagement
  • Delivery Element

• Multiple Billing Contacts may be printed on an Invoice.

Essential Concepts

Billing Account

The Billing Account is the Account to which Invoices are sent. This can be a different entity to the named Account associated with the Engagement. It can be changed based on individual Invoice requirements. The Billing Account associated with an Invoice can be viewed on the Invoice’s Home Page, Invoice reports, and by navigating to Financial Management > Invoices for an Engagement.

More information on Billing Accounts can be found in the Parent Billing Account Guide.

Billing Contact

Prior to Summer 19, the Billing Contact was the person to whom an Invoice was addressed, and only one Billing Contact could be selected for each Invoice, even though the Invoice could be sent to any Contact on the relevant Account.

From the Summer 19 release, if Multiple Billing Contacts are enabled, only those designated as a Billing Contact for an Account can be included on an Invoice. All Billing Contacts included on an Invoice receive a copy of it when it is Dispatched. The Invoice is addressed to the Primary Contact, which is a new concept in Summer 19, allowing you to choose which individual will be included in the address on Kimble’s Standard Invoice Templates. Note that a Dispatched email can still be emailed to any Contact on the Billing Account.

Flexible Templates

Introduced in Kimble Release Summer 18, Flexible Templates allow the creation of Commercial Document Templates (i.e. Invoice Templates, Credit Note Templates) with Custom Fields. Flexible Templates have increased Kimble's ability to quickly and efficiently support requests for customized document templates.  

In Summer 19, Flexible Templates allow multiple Billing Contacts to be displayed on an Invoice.

Credit Notes

Credit Notes can only be raised once an Invoice has been dispatched. Since Kimble’s Winter 19 Release, Partial Credit Notes enable you to revert selected items on an Invoice.

In Kimble’s Summer 19 Release, Credit Notes will, by default, be dispatched to the Billing Contacts on the Invoice being credited. You may remove any of the defaulted Billing Contacts, add one or more Billing Contacts and flag a Primary Contact on the Credit Note.

Generate and Dispatch Invoices in one-click

A new button on the Engagements for Customer Invoicing List View enables you to Generate and Dispatch Invoices to the default Billing Contacts in one click.

The Generate and Dispatch button requires configuration. To have this added to your org, please have your Kimble System Administrator contact Kimble.

 To Generate and Dispatch Invoices with one click:

1. Navigate to Delivery Engagements.
2. Select the Engagements for Customer Invoicing list view in the dropdown.
   
   
   
   
3. Select the Engagement(s) for which you wish to Generate and Dispatch Invoices.

 

4. Click Generate and Dispatch Invoice.
   
   

The Dispatch Complete screen appears listing the Invoices that were generated and dispatched, along with any failures.

Multiple Billing Contacts

In Kimble’s Summer 19 Release, along with the Primary Contact (to whom the Invoice is addressed), multiple Billing Contacts may be specified and displayed on an Invoice.

Once Multiple Billing Contacts are enabled, new validation ensures Invoices may only be Dispatched to Billing Contacts specified against the relevant parent or Billing Account, unlike in earlier versions where Invoices could be Dispatched to all Account Contacts.

Billing Account, Primary Contact and multiple Billing Contacts may now be specified at 3 levels.

• Account
• Delivery Engagement
• Delivery Element

See the Parent Billing Account Guide for more detail on setting up and using Billing Accounts.

The Primary Contact and multiple Billing Contacts defined at the Account level will be defaulted in when creating an Invoice through the Invoice Wizard, or when Batch Invoicing, unless these details have been specified at the Engagement or Element level.

You may manually override these defaults, selecting from any Billing Contacts defined against the relevant Account when using the Invoicing Wizard, or raising a Credit Note.

Once enabled (see Enabling Multiple Billing Contacts), you may specify a Billing Account, Primary Contact and multiple Billing Contacts at the Delivery Engagement level. These act as the default for all Elements within the Engagement, overriding the Account defaults.

At the most granular level, you may specify a Billing Account, Primary Contact and multiple Billing Contacts at the Element level, overriding any Account or Engagement defaults.

Multiple Billing Contacts held against an Invoice are concatenated, allowing for easy export via Interfaces.

In Kimble’s default Invoice Templates, only the Primary Contact is displayed on the Invoice itself. All selected Billing Contacts can be included on a separate area on the Invoice, using the Flexible Template.

To include multiple Billing Contact details on Invoice headers, or for assistance with Interfaces, please have your Kimble System Administrator contact Kimble

Enabling Multiple Billing Contacts

Two new organization wide settings enable the Multiple Billing Contacts functionality:

• Enable Multiple Billing Contacts on Invoices (and Credit Notes)
  This setting allows multiple Billing Contacts to be added to Invoices and Credit Notes.
• Enable Delivery Engagement Level Billing Account and Contacts on Invoices.
  
  This setting allows you to set Billing Account and Billing Contacts at the Engagement level, supporting more granular invoicing needs.

For background on organization wide settings and how you can self-serve new features, see the Summer 18 Configuration and Administration Management Guide.

Creating Billing Contacts for an Account

Prior to Kimble’s Summer 19 Release, only a single Billing Contact could be defined against an Account. This Salesforce field is still used in Summer 19 and reflects the default Primary Contact – the individual to whom the Invoice will be addressed.

Once enabled however, additional Billing Contacts may be created.

If the below are not visible on the Account page, please have your Kimble System Administrator add them onto the Account Page Layout or contact Kimble for further assistance. Billing Accounts (Related List) Billing Contact (Field) Billing Contacts (Related List)

Defining Primary Contact at the Account Level

To define the Primary Contact at Account Level:

1. Navigate to the relevant Account.
2. Click Edit.
3. Search for and select the Billing Contact.

4. Click Save.

Defining Multiple Billing Contacts at the Account Level

To define multiple Billing Contacts at the Account Level:

1. Navigate to the relevant Account.
2. Click  next to Billing Contacts.
   
   
   
   
3. Click New.
4. Enter the Billing Contact Name.
5. Add the Contact for this Billing Contact.

1. Click Save.

Repeat for all Billing Contacts on this Account.

To Edit or Delete Billing Contacts click  next to the relevant Billing Contact and click Edit or Delete as required.

Defining Multiple Billing Contacts at the Engagement or Element level

Once enabled, you may define Multiple Billing Contacts at the Engagement or Element level:

1. Navigate to the relevant Engagement.
2. Click Financial Management > Invoices.
3. To define at the Engagement Level, click Edit under Engagement Billing Details.
   
   To define at the Element Level, Click Edit next to the relevant Delivery Element.
   
   
   
   
4. Select a Billing Account from the dropdown.

Leave this field blank to Invoice the Account the Engagement belongs to.

5. Select a Billing Contact Name from the dropdown.

Repeat for additional Billing Contacts.

6. Select the appropriate Billing Contact as the Primary Contact.
   
   
   
   
7. Click Save.

Remove Billing Contacts by clicking  next to their name.

Where Elements have different Billing Contact details, you will not be able to Invoice them together through the Invoicing Wizard. Instead, an Error Message: All selected elements must have the same Billing Contact details is shown.

Multiple Billing Contacts on the Invoicing Wizard and Credit Notes

Even if previously set at the Account, Engagement or Element level, you may manually amend the Primary Contact and multiple Billing Contacts when using the Invoicing Wizard or raising a Credit Note.

The Billing Account cannot be changed in the Invoicing Wizard or when Raising a Credit Note. Only Billing Contacts associated with that Account may be used for the specific Invoice or Credit Note

Set Billing Contacts after you have selected the Items to include in the Invoicing Wizard:

Set Billing Contacts on a Credit Note via Edit Credit Note Details:.