1. Optional Features
  2. Invoices
  3. Advanced Agreement and Customer PO Balance Calculation

Advanced Agreement and Customer PO Balance Calculation

The agreement and customer PO functionality allows companies to track what has been billed against an amount agreed upon with their customer. For example, if a customer agrees to a $10,000 contract for a project, an agreement or customer PO can be created for the $10,000. As work is performed and charges are generated by billing, the charge amounts can be drawn down from the contract amount. You can then view the remaining balance on the contract as the project progresses to ensure that the project is still on track.

Advanced balance calculations are available for agreements and customer POs. You can set up charge stages to determine which charges should be deducted from the agreement or customer PO balance. For each charge stage, you can choose to deduct all charges, only charges placed on an invoice, charges not yet on an invoice, or no charges at all. Charges are deducted from the agreement or customer PO balance based on the rule selected on the charge stage. For example, if you do not want charges in the "Write-Off" charge stage to be deducted from the balance, select No charges under Deduct charges from PO/Customer PO balances for for that charge stage.

You can compare the total amount, total used, and total remaining for charges, using the Invoices – Agreements or Invoices – Customer POs detail (tabular) reports. Add the following columns to your report: Total money, Total money used for charges, Total money remaining for charges.

You can enable an additional feature to show the agreement and customer PO names and balances in the footer of the page when creating a new invoice, in addition to the total amount for the selected charges. The total and balance amounts are updated automatically as you select or clear charges from the invoice. After the invoice is created, the invoice page also shows the agreement and customer PO information and balance.

To configure charge stages for balance calculation:

  1. Go to Administration > Application settings > Invoices > Charge stages > [Select a charge stage].

  2. Under Deduct charges from PO/Customer PO balances for, select one of the following options to determine whether and when charges should be deducted from the balance:

    • All charges – All charges in this charge stage will be deducted from the balance.

    • Charges on an invoice – Charges in this stage will be deducted from the balance when they are added to an invoice.

    • Charges not on an invoice – Charges in this charge stage will be deducted from the balance when they are created and before they are added to an invoice.

    • No charges – No charges in this charges stage will be deducted from the balance.

    Note:

    Charges in the virtual charge stage "Open" are deducted from the balance only when these charges are added to an invoice.

To enable this feature, contact SuiteProjects Pro Support. Request the additional feature to show the agreement and customer PO names and balances in the new invoice page footer, if required.