Real Property / Chargeback & Invoicing / Chargeback Administrator

Invoice Cost Wizard when Using Archibus Enhanced Global Feature Set

If you have enabled the Archibus Enhanced Global Feature Set, the Invoice Cost Wizard enables you to:

• Issue invoices using the different currencies in which you do business
• Track invoice payments in the local currency, that is, the Payment Currency for the transaction
• View the Invoice Currency so that you can quickly see the currency in which the invoice was created and the currency that costs must use to be assigned to the invoice.

• Validate Base Cost for rent recorded in the lease agreement against the amount in the cost transaction.

The following describes how working from each tab of the wizard differs when the Archibus Enhanced Global Feature Set are enabled.

• Assigning Costs When Using the Archibus Enhanced Global Feature Set
• Managing Invoices When Using the Archibus Enhanced Global Feature Set
• Viewing Additional Invoice Details When Using the Archibus Enhanced Global Feature Set

For a general description of working from the Invoice Cost Wizard applicable to any deployment, see:

• Assign Costs to Invoices
• Issue Invoices
• Manage Invoices
• View Closed Invoices

Assigning Costs When Using the Archibus Enhanced Global Feature Set

Costs assigned to an invoice must use the same Payment Currency. When you assign costs to an invoice, the application uses the Payment Currency for the first cost record you select as the Invoice Currency. Any additional costs you add to the invoice must also use that Payment Currency. To work with costs recorded in a different currency, you must create a new invoice.

The Assign Costs tab uses the following payment cost fields based on the Invoice Currency:

• Amount Income - Total (Payment)
• Amount Income - Base (Payment)
• Amount Income - VAT (Payment)
• Amount Expense - Total (Payment)
• Amount Expense - Base (Payment)
• Amount Expense - VAT (Payment)
• Currency (Payment)

The application calculates the following for costs you assign to the invoice:

• Amount Base = SUM [(Amount Income Base (Payment)) - (Amount Expense Base (Payment))]
• Amount VAT = SUM [(Amount Income VAT (Payment)) - (Amount Expense VAT (Payment))]
• Amount Invoice = Amount Base Invoice + Amount VAT Invoice.

Managing Invoices When Using the Archibus Enhanced Global Feature Set

From the Manage tab, when applying payments or prepayments, you must enter payments in the Invoice Currency. The Manage tab shows the Amount Paid field.

Viewing Additional Invoice Details

When working with the Archibus Enhanced Global Feature Set, all costs assigned to the invoice use the Invoice Currency (that is, the Payment Currency for the first cost assigned to the invoice). In addition to the Amount Base and the Amount VAT, the following invoice details are available from the Invoice screen that appears when you click Preview Invoice from the Issue tab, or from the Invoice Details screen that appears when you click Details from the Manage or the View Closed tabs:

Net Base = [Amount Income Base (Payment)] – [Amount Expense Base (Payment)]

Net VAT = [Amount Income VAT (Payment)] – [Amount Expense VAT (Payment)]

Net Total Amount = Net Base + Net VAT

See Also

Invoice Cost Wizard for a description of this wizard applicable to all deployments