Invoicing CROO

Last updated on 

Invoices

  1. Make sure you are using the "Classic View" since "new invoicing" is too slow
  2. Assign Untracked expenses to their appropriate "Expenses" category (check the "Non-chargeable" charge type)
  3. Create invoice and select "Last month" from the dropdown
  4. Enter "CROO Study <MMM> <YYYY>" as the Reference
  5. Approve invoice, then recode entries by entering the current invoice # and clicking "Search".
  6. Click the "Select all..." box
  7. Click "Recode"
  8. Click "+Add" to set "Client" to "IDFPR"
  9. Click "+Add" to set "Division" to "Analytics"
  10. Click "Review"
  11. You may see, "Completed with errors. Check the transactions below to see which transactions did not complete successfully." You can ignore this error.
  12. Reload invoice to ensure all Client and Division fields populated.

Expenses

  1. View draft journals and open the least recent "CROO Contractor Expenses" journal
  2. Open CROO Project Time (staff) report and ensure the previous month is selected
  3. Ensure the invoice total matches the report's "Total Charge" (within 1-2¢)
  4. Enter the report's "Total Cost" amount minus expenses for Nerevu employees into the "Subcontractor Payables" line of the journal entry (Note. You can treat use Xero like a Excel by entering in "Total Cost" and subtracting each employees' cost directly in the cell.
  5. Enter total Subcontractor Expenses amount into the "Subcontractor Expense Claim Payables" line of the journal entry
  6. Export report to excel, select the data, and convert selection to a table
  7. Add a new "company" column to categorize each person
  8. Sort by company and enter aggregate "Total Cost" values into the appropriate lines of the journal entry
  9. Double check journal entry amounts with received vendor invoices (AEC, Colette, and Lisa)
  10. Ensure the journal entry date is for the end of the month
  11. Click "post" to enter the journal entry

Revenue

TODO: add smth about handling client discounts

  1. View draft journals and open the least recent "CROO Accrued Disparity Study Revenue" journal
  2. Open CROO Project Time (code) report and ensure the previous month date range is selected
  3. Open available invoices and find the appropriate invoice (make sure you are using the "Classic View" since "new invoicing" is too slow)
  4. Ensure the invoice total matches the report's "Total Actual"
  5. If the total's don't match, see Resolving Unmatched Invoice Total
  6. Enter the report's "Total Actual" amount into the top "Accrued Revenue" line of the journal entry
  7. Export the Detailed Time report as Excel
  8. Open the file, select the data, and convert to a table
  9. Use the table filters to sum up all "croo-consulting" report amounts and enter that value into the "Consulting Services" line of the journal entry
  10. Use the table filters to sum up all "croo-development" report amounts and enter that value into the "Development Services" line of the journal entry
  11. Use the table filters to sum up all "croo-research" report amounts and enter that value into the "Research Services" line of the journal entry
  12. Ensure the journal entry balances
  13. Ensure the journal entry date is for the end of the month
  14. Click "post" to enter the journal entry

Submitting

  1. Open email titled "Nerevu Invoice INV-XXXX needs project assigned"
  2. Go to the referenced link
  3. Select the appropriate project
  4. Open email titled "Nerevu Invoice INV-XXXX is ready to send"
  5. Go to the referenced link
  6. Click "Send Invoice"
  7. If you get a "Client not authorized" error, authorize via the API