Attach Timecards to Invoices

In the Billing and Invoice sections of Avionté, users can attach timecard documents to each invoice. The supported formats for attachments are .pdf, .doc, .jpeg, .png, .tif/.tiff and .xls. The attached timecards can be viewed in Invoice Preview, or if configured, the invoice can be merged with the timecards into a PDF file.

Configuration

The only configuration needed for this option is to enable timecard documents to be viewed in Invoice Preview.

 

1. From the Main Menu, navigate to Customer > Back Office Setup > Billing Setup.

• • Set the Invoice Style option to Avionté Default Invoice. [or any style that allows Time Card]
  • Set the Show Time Card option to Yes.

Feature Use

Timecards can be attached in either the Billing section or Invoice section. Each is described below.

Billing Section > Invoices

1. From the Main Menu, navigate to Back Office > Billing
   
   
2. Create a new batch or select an existing active batch.
   
   
3. Process the invoice if needed, or select the invoice if already processed. On the Invoices tab, notice the Attach Time Card column and associated button (if it does not appear, go to Field Chooser and check Attach Time Card so that it displays).
   
   
   
   
4. Click the Attach Time Card button. The Attach Time Card window appears.
   
   
   
   
5. Click the PDF Browse button or Open Image File button
   1. There are 2 options
      1. Adobe PDF Icon 
         1. Use this to include a 1-page file
            1. Otherwise, the order will not be maintained and may be harder to follow
      2. Open Folder Icon   
         1. Use this if you have multiple pages 
            1. This will maintain the order of your pages
               
               
               
               
      
      
      
6. Choose the time card to attach then choose Open. The timecard will appear in the preview area of the window. You can use zoom toolbar buttons or the mouse scroll button to enlarge or reduce the view of the image or timecard contents.
   
   
   
   
7. To add the timecard to the invoice, click the checkbox to the right of the time card's file name, then click the Add Selected button. A message will appear to indicate the timecard was added successfully, and the timecard will also appear in the list found in the lower-right area of the window.
   
   
   
   
   
8. Once added, you can open or remove the timecard using the buttons found to the right of the file name.
   
   
9. To attach more timecards to the invoice, follow the same procedure as described above, otherwise click Finish.
   
   
10. To view any of the timecards attached to the invoice, or to add or remove timecards, click the button in the Attach Timecard column for the invoice.

Invoice Section

Timecards may also be attached to a selected invoice in the Back Office > Invoice section. Attaching timecards following this process is mainly done for invoices that have already been posted.

 

1. From the Main Menu, navigate to Back Office > Invoice
   
   
2. Search for and select the invoice.
   
   
3. Choose Attach Time Cards from the Action menu.
   
   
   
   
4. Click the Attach Time Card button. The Attach Time Card window appears. 
   
   
   
   
5. Click the PDF Browse button to search for and attach a PDF document, or click the Open Image File button to attach an image file. These buttons appear in the upper-left portion of the screen.
   
   
6. Choose the time card to attach then choose Open. The timecard will appear in the preview area of the window. You can use zoom toolbar buttons or the mouse scroll button to enlarge or reduce the view of the image or timecard contents. 
   
   
   
   
7. To add the timecard to the invoice, click the checkbox to the right of the time card's file name, then click the Add Selected button. A message will appear to indicate the timecard was added successfully, and the timecard will also appear in the list found in the lower-right area of the window.
   
    
   
   
8. Once added, you can open or remove the timecard using the buttons found to the right of the file name.
   
   
9. To attach more timecards to the invoice, follow the same procedure as described above. Click Finish when done.
   
   
10. To view any of the timecards attached to the invoice, or to add or remove timecards, click the button in the Attach Timecard column for the invoice.
11. The invoice PDF will now have the Invoice and the Time Card image.

Note: each time card image attached will show on its own individual page each in addition to the Invoice page(s)