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Miscellaneous Invoice

A Miscellaneous Invoice is used to submit payments for work/equipment that is not tied to a current commitment or contract.
 
Navigation Path:  Cost Management > Invoices > Miscellaneous Invoices
 
Miscellaneous Invoice
1

Search

Used to search existing miscellaneous invoices.
2

Add

Click to add a new miscellaneous invoice.
3

Header Details

Company:  Select the company or vendor the invoice is associated with.
Project:  Used to select the project associated with the invoice.
Invoice #:  Enter the number on the invoice you're entering.
Invoice Date:  Enter the date of the actual invoice.
Description:  Enter a general description (a more detailed description will be contained within the details section).
Revision:  Enter the Revision number.
Date:  This field will automatically be populated by PMWeb with the current date.
Status:  The status (draft, submitted etc.) will automatically be updated by PMWeb based on the workflow configuration.
Cost Period:  Select the accounting cost period associated with the Miscellaneous Invoice.  This field is configured by your Administrator in the Portfolio>Lists>Periods menu.
Invoice Due:  Enter the date the invoice is due (typically tied to payment terms 30, 60 days etc.)
Reference: Enter any required reference information regarding this invoice.
Category:  Select the category (retention payment, final payment etc.).  The options are configured by your Administrator in the Portfolio>Lists>Lists menu
4

Save

Click to save the header details of the form.
5

Adjustments

Click to enter adjustments (fees, taxes, insurance) etc.  See the Commitments>Adjustments section of this manual for more detailed information regarding Adjustments.
6

Post to Non-commitment Costs

Miscellaneous Invoice lines are always posted to the Cost Ledger as “Actual Costs - Non-commitment“. If this box is checked a second Cost Ledger transaction is created for each line allocated to “Non-commitment Costs”.
7

Add Items

 Click Add Items to drag and drop items that have been pre-configured by your Administrator in in Portfolio>Lists>Items menu.  Use the Add button to                                         manually enter new items.
8

Add

Click to add items to the miscellaneous invoice.
9

Line #

This field will be automatically populated by PMWeb.
10

Item

This field will be automatically populated by PMWeb if you used the "Add Items" button to create the line item.
11

Description

Enter a description of the line item
12

UOM

Select the unit of measure (feet, tons etc.) of the line item.  These options are configured by your Administrator in the Portfolio>Lists>Lists menu
13

Quantity

Select the quantity of items purchased in this line item.
14

Unit Cost

Enter the unit cost of items purchased in this line item. 
15

Total Cost

This field will be automatically populated by PMWeb based on the values in the quantity and the unit cost fields (quantity times unit cost).
16

Cost Code

Select the Cost Code associated with the line item.
17

Funding Source

Select the funding source associated with the line item
18

Phase

Select the phase (design, construction etc.) associated with the line item.  The options are configured by your Administrator in the Portfolio>Lists>Projects menu.
19

Cost Type

Select the cost type (equip., labor etc.) associated with the line item.
20

Location

Select the location where the work took place.  The options are configured by your Administrator in the Portfolio>Lists>Projects menu.
21

Notes

Enter additional details regarding the line item.
22

Req. Code

Enter a Req. (Requisition) Code for this line item.  This will allow you to later add this invoice to Requisitions if necessary.
23

Manufacturer

Select the manufacturer name.
24

Mfr. Number

Enter the manufacturer number.