PSA Quick Tip: How to Understand whether the Actual is invoiced or not

Problem Definition:

Often the Accounting department is not so technical and comes back with small issues. One of the issues brought to me last week was, amongst 1000’s of Actuals how do we understand whether they are invoiced or yet to be invoiced. Pretty nice a question as when it comes to you for the first time you realise the trouble of invoicing department. This is mainly the trouble for T&M Project and not for Fixed Bid as the invoicing in Fixed bid is not depended on the approvals of the Time Entries done by the resources.

 

Quick Solution:

Solution 1:

If you login to your PSA environment and navigate to your project. Click on Related Actuals as shown in the image.

Traverse to the Unbilled Sales

AI1

AI2

When you open that record, you will find a field Billing Status. Check the status of the field. If it is “Customer Invoice Created” meaning the invoice is created.

 

Solution 2:

Inorder to help the team and open them each and every actual record, I got a view created for them and saved it for them from Advanced Find.

Following is the condition which I used to create the view for them.

AI3

The result will only show the actuals that are not invoiced to the customer and are approved for invoicing by the Project Manager.

 

This blog reflects my personal findings and based solely on my experience of using PSA for last 3+ years. For those who are looking for a platform that can track and manage the entire procedures of sales and project managements, I would highly recommend them to try Microsoft dynamics 365 for project service automation.

According to my opinion, implementation of Microsoft dynamics 365 for project service automation is one of the best things that we did in CloudFronts Technologies. We have gained a lot with this implementation because we save time and money due to easy access resources and ability to manage them.

 

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