Planyard Consolidated Invoices

In this article, you'll find information on how to activate and utilise consolidated invoices in Planyard

Table of contents

1. Introduction
2. Enable consolidated invoices
3. Utilise consolidated invoices 
   • Allocate costs to projects

Introduction

Consolidated invoicing is a powerful feature in Planyard designed to enhance financial management across multiple projects. For construction companies juggling numerous projects simultaneously, this feature simplifies the intricate process of budget allocation and financial tracking.

By allowing an invoice or cost document to be divided among different projects, Planyard not only ensures accuracy in financial reporting but also aids in maintaining a streamlined budgetary overview. 

In the following sections, we will guide you through enabling this indispensable feature and demonstrate how to efficiently utilise it to attribute costs to various line items within your project budgets, ensuring precise financial oversight and control.

Enable consolidated invoices 

In order to utilise consolidated invoices within Planyard, you will first have to activate the feature. Note that only users with permission to change company settings and integrations has the ability to activate the feature. 

1. Click on 'Company' in the top menu.
2. Click 'Settings' in the company menu row. 
3. Navigate to 'Company-wide features'.
4. At the top of the list, you'll find 'Consolidated Invoice'. Activate this feature by toggling the switch to the "on" position.

Once activated, you can begin using the consolidated invoices feature to efficiently manage and allocate costs across various projects and budget lines.

Utilise consolidated invoices

The consolidated invoice feature enables the division of invoices received in the company inbox across different projects. Regarding permissions, the user responsible for allocating costs to multiple projects must have the ability to view all projects and possess the "Accounts Payable Email Manager" role with access to company files. For the correct permissions, refer to the picture below:

Allocate costs to projects

Once the feature for consolidated invoices has been activated and a new invoice has arrived in the company inbox, you can allocate the cost to multiple projects by following these steps:

1. Click 'Inbox' in the company menu row.
2. Click on the invoice you want to consolidate.
3. Begin processing the invoice by filling out the required information:
   1. When you click on the invoice, you will see only a dropdown at the top of the screen. Click this dropdown and select "Consolidated Invoices." The options for data input will then appear below the dropdown.
   2. Name the consolidated invoice.
   3. The invoice date will be populated automatically if it is clearly stated on the invoice; otherwise, add it manually.
   4. The due date will also be populated automatically; if not, add it manually.
   5. Add the total net amount of the invoice.
   6. Click the dropdown to select which company issued the invoice.
   7. Select the projects to which the costs are to be allocated, open the dropdown and click select the relevant projects. 
   8. See the detailed description below for further guidance.
   9. See the detailed description below 

Confirm and add costs

When you click 'Confirm and add costs,' you will be directed to a view where you can allocate the costs to specific budget line-items for each project. To choose the relevant line-items, use the dropdown menu to search for or select one or more line-items. All selected line-items will appear under each project, allowing you to allocate costs to each selected line-item.

Above the project listings, you will see a summary of the payments. This summary visualizes the current expenses and displays how much remains to be allocated.

Once the entire cost has been allocated, click 'Confirm costs.'

Confirm projects 

When you click 'Confirm project', all project owners of the selected projects will receive a notification on the 'Consolidated Invoices' button located in the top menu row. From this location, each project owner can allocate costs to the budget line-items within their respective projects.