How to map Billing Module in Whzibile SEM

© Compulink Systems Ltd. All Rights Reserved.
Welcome
Billing

Agenda
 Basic Definitions
 Conceptual Workflow
 Configuring Billing Process
 Using Billing Process
© Compulink Systems Ltd. All Rights Reserved. 2

Basic Definitions
 IR- PIR:
IR stands for Invoice for Request and PIR stands for Proforma Invoice Request. Both go
hand in hand. The procedure for invoicing itself demands for a request to be posted by
the respective Project Managers/Head of Department/other designated users for their
individual customers of the projects. Every project is unique and different in various
perspectives, hence the IR’s / PIR’s are raised that would suit the project needs.
 IR Approval:
It is the process that involves the approval of the Invoice Request posted. The person
authorized for the process of approval can either approve, reject or cancel the Invoice
Request.
 IR Approver:
The IR Approver is any high or middle level resource who is authorized to scrutinize and
accept or reject the submitted IR.

Basic Definitions
 IR Generation:
It is the process that involves the generation of the approved Invoice Request. The
person authorized for the process of generation can either pass, reject or cancel the
Invoice Request.
 Invoice List:
Invoice list is the list of all the Invoice Requests that have undergone the process of
IR Generation. The Invoice List consists the list of passed, cancelled and rejected
invoice requests.
 Softex Generation form:
Softex Generation Form, (SOFTWARE EXPORT DECLARATION FORM`), is basically
meant for declaration of Software Exports through data-communication links and
receipt of Royalty on the Software Packages / Products exported. It must be noted
that SOFTEX form needs to be filled by all non-physical exporters of software and
services.

Agenda
 Basic Definitions
 Conceptual Workflow
 Configuring Billing Process
 Using Billing Process

Conceptual Work Flow
CONFIGURATION
IR Masters Corporate Security
Settings
PROJECTS
Project
Settings
All Fourteen
Masters
Configuration
of IR Approver
Base Currency
Local Currency
IR Related
Settings
Basic Setup for
Billing Process
Expenses
Payment Mode

Raising & Submitting IR
PROJECTS
Invoicing
IR - PIR
Raise
Invoice
Request
Fill Checklist
Invoice
Request
Submitted

IR Approval & Invoice Generation
Invoice Submitted
Request IR Approval
Generate
Invoice Request
Cancelled
Approved
Fill Checklist
Enter Invoice
Header
Information
Select items
to be added
In Invoice
Enter Sales
Commission
Information
Tax Details
Steps BILLING
IR Generation

Post IR Generation
IR Generation
Dispatch &
Print Invoice
Send
Invoice mail
Generate
Softex
Forms
Track Invoice &
Payment
Details
Deleted
Invoice List

Configuring Billing Process
 Corporate Configuration
 Setting Currency
 Configuring IR Masters
 Authorizing Role for IR Approval
 Project Specific Configuration
 Configure Person Responsible for Raising IR
 IR Related Settings
 Sales Commission Settings

Introduction
•Configuration of the Billing Module is a two tier process. The configuration levels are…
• Corporate level Configuration: Define fourteen IR Masters, Corporate Settings and Expense
master (Payment Mode)…
 Company
 Terms & Conditions
 Bank
 Contract Type
 Contract
 IR Type
 Sales Period
 Tax
 Accounts
 Checklist
• Project Level Configuration: At the project level you have to configure…
 Person Responsible for Invoice
 Other IR Related Settings
 Sales Commission Settings

Working Options: Currency Related Settings
• Use the Currency
Related Settings to
define the base and
local currency for your
Organization.
• For setting the base
and local currencies, the
Currency Master should
be populated

Configuring IR Masters
• The fourteen IR Masters
defined at the corporate
level are…
 Company
 Terms & Conditions
 Bank
IR Reports
 Contract Type
 Contract
 IR Type
 Sales Period
 Tax
 Accounts
 Checklist
• These IR Masters are
useful when posting an
Invoice Request, Invoice
Approval and Generation.

Company
• This master captures
the invoice generation
centers for the
organization.
• Chief Operating Officer
(COO) is usually the
premier person of
contact for the
company.
• BST, Bombay Sales
Tax Number, is local
sales tax number unique
for each state in India,
e.g., KST for Karnataka
Sales Tax.
• CST, the Central Sales
Tax Number, is part of
guidelines for
completing regulation
formalities for domestic
consignments.

Company (Contd.)
• Registered Head
Office Setting facility is
provided to enter the
contact information of
your register office.
• Under Currency
Settings you can
configure company
base currency. This will
be inherited at project
level while raising IR..

Bank
• Payments against the
invoices are made in
bank accounts of the
organization.
• Use this master to
create a repository of
all such banks.

Contract Type
• Contract Types are the
classes under which all
the contracts in your
organization are
classified.
• Besides Contract Type
is useful for …
 Raising an IR under
PROJECTS > Invoicing
> IR / PIR
 For IR approval under
BILLING > IR Approval
 For Invoice Generation
under BILLING >
Invoice Generation
node

Contract
• This node is used to capture
details of contract between
organization and customer.
• Contracts are essentially
associated with Customer for a
Business Unit.
• You can summarize contract
details.
• Register the contract signing
date in the provided box.
NOTE:
Following masters must be populated
before using this master…
Customer
Contract Type.
Organization.

Contract (Contd.)
• After saving the
contract details,
you can upload
attachments
supporting the
Contracts.

Terms & Conditions
• This master
captures and
maintains the terms
of payment or any
other relevant matter.
NOTE:
 Terms and Conditions
defined here are used
under BILLING > Invoice
Details

Adding IR Customer Addresses
• You can add customer
address under
Configuration >
Customer node.
• After saving details IR
Customer Address tab
appears.
• Provide the detail
contact address in add
mode of IR Customer
tab.
• It is inherited at project
level while raising IR
under IR-PIR node.

IR Types
• IR Types are
different kinds of
invoice requests
that can be
generated against
all billable tasks of
a project.
NOTE:
Following masters must
be populated before
using this master…
 CONFIGURATION
Configuration > Project
Management > IR
Masters > Checklist.
 CONFIGURATION
Configuration >
Expenses > Mode of
Payment.

IR Types (Contd.)
• Select the IR and Invoice
Report to associate with
your IR Type.
• You can allow the
customer to credit the
amount in more than one
accounts.
• Specify the integer that
would be used to convert 1
man month into the desired
output. For example, 1 man
month = 160 working hours.
Note:
The reports associated with the
IR must be previously created in
the Custom Report Writer >
Report Builder
 The Description, Rate and
Amount fields are selected by
default, and will be applicable for
all IR Types.

IR Types: Configuring Attributes
• After saving the
master information
you can configure
following attributes…
 Configure IR Item
Attributes
 Tax Details

IR Types: Configure IR Item Attributes
• The Attribute name,
User Friendly Caption
are mandatory fields.
• The Stored Procedure
for the attribute can be
keyed in.
• Theses configured
attributes are mapped
with the Invoice items
in the Invoice Requests
under PROJECTS >
Project Management >
Invoicing > IR-PIR

IR Types: Tax Details
• The Tax Details
relevant to the IR
type are configured.
• The Tax name is a
mandatory field and
its drop down is
populated from
CONFIGURATION >
Configuration >
Project Management
> IR Masters > Tax.
• Whizible SEM
facilitates you to
make available the
formula used for tax
calculation.

IR Reports
• You can define
IR reports.
• Select the Report
Type from the
option IR and
Invoice.
• This is mapped
while defining IR
Type.

Sales Period
• Sales period is an
indication of the
Month and Year (with
respect to the
Financial Start Date).
• Mark ‘ Is Open
Period’ box to mark a
particular period
open.
• At any given time,
only one sales period
will be open for which
the invoices can be
generated.
• The Sales Period
Month, year, Start and
End Date are
mandatory.

Tax
• Billing workflow
takes into
consideration taxes
on all transactions.
• Tax is mapped to
IR Type defined at
corporate level.
• Further these taxes
are mapped during
invoice generation.
• The Standard Tax
% is specified for
each and every tax.

Accounts
• Accounts master is
directory of all the
accounts that the
company uses for
its billing purpose.
• The details
maintained are…
 Account Code
 Account name

Checklist
• Checklist forms the
basis for ensuring
appropriate process
of Invoicing.
• Checklists contain
checklist items, which
are questions
summarizing potential
problems for IR Type
inspection.
• The Checklists
defined here are
populated in the drop
down for Checklist in
CONFIGURATION >
Configuration >
Project Management >
IR Masters > IR Types.

Configuring Checklist Items
• Checklists contain
Checklist Items, which
are questions to be
answered to ensure all
activities are done.
• The Checklists defined
here are mapped to IR
Types under
CONFIGURATION >
Management > IR
Masters > IR Types.

Authorize For IR Approval
• The authority, for a role,
to generate invoice,
approve invoice and sales
activity is set at
CONFIGURATION >
Corporate > Role.
• General employees from
the Finance department
and CFO are given this
authority.
NOTE:
 The employees with roles
authorized for invoice
generation, approval and sales
activity will appear in the
respective drop-down list in the
PROJECTS > Project
Settings, when you are creating
a new project.

Project Level Configuration
• At the project level, you have to configure the following…
 Configuring Person Responsible For Invoice
 IR Related Settings

IR Related Settings
• You can set multiple
IR approvers and
invoice generators for
IR under Project >
Project Settings > IR
settings.
• After defining IR
Related settings IR
Approvers , Invoice
Generators, and Sales
commission Settings
tab appears on the
screen.
• You can set multiple
invoice generators
under Invoice
generator tab.

Configuring Person Responsible For Invoice
• Under IR approvers
tab click add link to
set the IR Approver.
• This feature allows
you to set multiple IR
Approvers.

Agenda
Using Billing Process
Raising IR / PIR
Processing IR

Introduction
• The person authorized to raise IR can generate the IR / PIR.
• With all the configuration in place, the process goes as described in the following section.

Generating IR – PIR
• Features on the default
screen…
 List of IR / PIR raised
against the project
 Filter the list using IR / PIR,
Type and Status
dropdowns
 View report using Show
Report link.
 Submit IR using Submit IR
link
 Raise new IR using Add
New link.
 Select Customer address,
Sales Period, Contract
NOTE: Person using links.
 Raising IR or PIR is based on factors like corporate policy, agreement with
customer. Steps for raising the two are similar.
 You can select only Open sales Period.

Adding Invoice Items
• Under Invoice Items
tab enter the
Description and Man
Days .
•The Rate (AUD) once
entered the Amount
(USD) and Amount
(INR) are calculated
automatically.
• Under Company
Base Currency
Amount , the amount
is displayed
automatically based
on rate defined under
Currency tab at
corporate level.
• Once all the details
are entered and
saved the link for
Submit IR is clicked.

Milestone Billing
• You can raise an IR
against a project
milestone.
• Pre-Requisite for this is
that the Milestone must
be marked billable under
PROJECTS > Project
Management Plan >
Milestone Details.

Deliverable Billing
against a project
deliverable.
• Pre-Requisite for this
is that the Milestone
must be marked
billable under
PROJECTS > Project
Management Plan >
Deliverables >
Deliverables.

Project Timesheet Billing
against a Project
Timesheet.
• This is mostly useful
when your project is
T&M Resource project
and not a Fixed Bid
project.
• Pre-Requisite for this
is that the project
timesheets are
submitted for approval.
If you click Ok, Line
items will be added for
each role under the
project.

Filling Checklist
• To submit an IR it
has to be validated
against a Checklist
consisting of
Checklist Items.
• Click the Submit IR
link to open a
Checklist against
which the IR will be
validated.

Submitting IR for Approval
• Mark the Yes flags if
criterion signified by the
checklist item is satisfied.
• In any case enter the
appropriate comments and
save.
• After you have saved the
checklist, a new window pops
up wherein the Status for the
IR is selected.
Note:
 You can submit the IR for
approval using the Submit IR link on
the default screen.
 The filled checklist can be viewed
using the View Checklist link.

Introduction
• Whizible SEM provides a comprehensive approval cycle for the IR to be converted into
Invoice.
• This process is described in the following section.

IR Approval
• IR/ PIR in with
status Submitted is
listed under this
node.
• Use the Status
(Submitted) link on
the default screen
to view the history
of the transactions.
• Click the IR link to
view details of the
submitted IRs.
• Use the View
Checklist link to
view the filled
checklist.

IR Approval (Contd.)
• Click the Change
Status link to
Approve / Reject or
Cancel the
submitted IR.
• Once the IR/PIR is
set to its status a
mail is fired to the
concerned
resources.

IR Generation
• This node
displays all the IRs
ready for
generation.
•Steps for Invoice
Generation are:
Filling the
Checklist
Entering Invoice
header
information
Selecting items to
be added in the
invoice
Entering Sales
Commission
Information
Tax Details.

Filling Checklist
• Click Generate
Invoice link to
enter details for
the Checklist.
• Checklist Items
form the basis for
validating Invoice
generation
process.
• Click Next link to
get the invoice
header
information
window.

Invoice Header Information
• Invoice Header
Information is the data
displayed on the header
of the raised invoice.
• It includes Invoice
generation date and due
date.
• Drop downs for the
customer name,
currency for making
payments, contact
person for the project,
mode of payment and
Contract.
•Track detail record of
generated invoice under
Purchase Order
Number,Government
Invoice Number, and
Purchase Order Date.
• All these are
mandatory fields.

Items To Be Added In Invoice
• The Invoice generator
can select the items to
be included in the
invoice.
• Selecting the Account
for the IR amount is
mandatory.

Sales Commission Information
• The Invoice generator
can override the
settings at for the
project.

Entering Tax Details
• The Invoice
Generator can
Add/Edit the Tax
details relevant to the
IR/PIR.
• One can edit the Tax
value, the formula to
calculate the tax and
the Tax %.

Dispatch & Print Invoice
• Dispatch & Print Invoice
contains the lists of all the
invoices generated for a
Project/ Customer for a
sales period.
• The Dispatch & Print
Invoice provides all the
relevant details for the
selected IR/PIR.
• The amount is displayed
under Corporate Base and
Company base sections.
TIP: The two
screen shots are
of the same
screen. The lower
one appears on
scrolling the page
horizontally.

Dispatch Details
• Maintain a
repository of all
the invoices
dispatched to the
customers.
• You have to mark
the ‘Invoice
Dispatched’ flag in
order to enable
the fields that
follow.

Invoice Payment Details
• You can view all the
transaction details on
this screen.
• Click Invoice Number
link to view the details.

Payment Received
• You can track the
payment status using
this tab.
• You can capture the
amount received in
terms of the payment
as well as base
currency.
• All the details are
listed on the default
page of the tab.

Deleted Invoice List
• Deleted Invoice List
is the repository of
deleted invoices.
•Invoices deleted
from Dispatch &
Print Invoice master
displays under this
master.

Sending Invoice Mails
• Once the invoice is
generated and passed a mail
is fired to all the concerned
resources of the finance
department as well as to the
customer.
• It is mandatory to select the
Customer, Company and
Project before sending the
mail.

Softex Form Generation
• For an organization,
which deals in exports of
products/services, it is
essential to submit the
details of the same in an
official document known
as the ‘Softex Form’.
• The Softex Form can be
generated for a specific
customer whose invoice
has been generated.
• Click Add link to generate
a softex form.
•Click Generate Softex
Form link to generate the
Softex form.

Batch Generation of Softex Forms
• Use the following links
to generate the softex
forms in one go…
• Batch Generation By
Date: Specify a date
range.
• Batch Generation By
Period: Specify the
Sales Period.

Viewing Softex Form Details
• This is a non-editable
page used
to view all the
critical data related
to the Softex Form
generation.

Viewing Report
• The entire Softex form can be
generated under the Show
Report link.
• The report displays all the
details for the form.
• The form can be generated in
seven formats, i.e, PDF,
HTML,RTF, XML, EXCEL, CSV,
TEXT.
• The form displays the details
for the exporter such as the
name and address, category of
exporter, date and number of
invoice, type of software
exported.
• Other details under the
section A, B and C as per the
conventions of Ministry of
Information Technology are
displayed.

How to map Billing Module in Whzibile SEM

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