Proposal Summary

Neutrinos would like to have different invoice templates

Requirement

Neutrinos would like to have different Invoice Templates – Product Subscription, Product Implementation Fixed Bid and Time and Material (TnM). They have the following suggestions about the invoices.

Product Subscription Invoice 

1. While raising this invoice, we should be able to capture the customer’s name and the respective PO currency (sometime we will be raising in SGD, USD, MYR, AUD, etc.,)
2. All the product subscription invoices will be raised from Singapore and subsequently, this may get changed to the US in near future.
3. If these invoices are billed to local customers in the same region, it should calculate the appropriate taxes accordingly.

Product Implementation Fixed Bid Invoice

1. These invoices will be raised in Singapore, South Africa, India, Australia, or the US as well.
2. The respective country taxes should be calculated properly.
3. Once the project or PO is released from the customer, the first invoice will be raised in advance without assigning any resources and internally we should be able to add resources without affecting the invoice.
4. There should be an option to select other countries’ currencies.

Time and Material (TnM) Invoice

1. These invoices will be raised in Singapore, South Africa, India, Australia, or the US as well.
2. The respective country taxes should be calculated properly.
3. The invoices will be raised based on the timesheets submitted by the respective employees, partner resources, or direct consultants.
4. There should be an option to select other countries’ currencies.
5. There are cases, wherein we raise these invoices before the completion of the month. (For ex : For the month of Aug 21 time and material, we may raise the invoices on 20th Aug 2021 itself).

Layout

Product Subscription Invoice

Product Implementation Fixed Bid Invoice

Time and Material (TnM) Invoice

Our Solution

Prerequisites

• Purchase Order Date should be filled by the user in a custom field on the invoice
• The contact in the invoice cannot be displayed on the Attn field in the template. So, a custom body field  ‘Contact Name’ is added in the invoice  to source primary contact from the project contact sublist.
• As some of the timesheets need to be calculated on days, we will add a custom checkbox on the invoice. Using this checkbox we can identify the Invoices in which the quantity needs to be displayed in days on the print.
• A custom record will be created with the fields 
  • Account No
  • Account Name
  • Name of the Bank
  • Bank Address
  • Swift code 
  • Account Type

These custom record entries should be made by the NEUS team. 

• A custom dropdown field will be created in the invoice to select the appropriate Bank detail record by the user.
• A custom field ‘Amount to Words’ will be created in the invoice to translate the total amount to words.

Description

This requirement can be achieved by using Advanced PDF Template. 

There will be 3 different invoice forms for these templates and the user needs to choose the form properly while creating the invoice. And the print will be generated based on the currency and the taxes in the corresponding invoice .

If the form ‘Product Subscription Invoice’ is selected, the invoice print will be based on the following details

• Purchase Order No: will be populated from PO# field in the Netsuite
• Payment Due will be populated from the Terms field in the Netsuite
• PR Number, Prepaid or Collect will be removed from the template
• An item column will be added to the item table.
• Tax labels will be populated from the tax details sublist with the tax type and tax percentage. (Format: Add {taxtype} @{taxpercentage})
• ‘Questions concerning the invoice’ will be added with email (finance@neutrinos.co) provided by the NEUS team.
• The account details will be populated from the custom dropdown chosen by the user
• On the header section, there will be NEUS logo, address and the Invoice label and on the footer, there will be Note and the acknowledgement. All the other data will be added as PDF body

If the form ‘Product Implementation Fixed Bid Invoice’ is selected, the invoice print will be based on the following details

• Purchase Order No: will be populated from PO# field in the Netsuite
• Payment Due will be populated from the Terms field in the Netsuite
• PR Number, Prepaid or Collect will be removed from the template
• An item column will be added to the item table.
• Tax labels will be populated from the tax details sublist with the tax type and tax percentage. (Format: Add {taxtype} @{taxpercentage})
• ‘Questions concerning the invoice’ will be added with email(finance@neutrinos.co) provided by the NEUS team.
• The account details will be populated from the custom dropdown chosen by the user
• On the header section, there will be NEUS logo, address and the Invoice label and on the footer, there will be Note and the acknowledgement. All the other data will be added as PDF body

If the form ‘Time and Material (TnM) Invoice’ is selected, the invoice print will be based on the following details

• This invoice template will be created based on the timesheets of the employees
• Purchase Order No: will be populated from PO# field in the Netsuite
• Payment Due will be populated from the Terms field in the Netsuite
• Quotation No, Prepaid or Collect will be removed from the template
• An item column will be added to the item table.
• Tax labels will be populated from the tax details sublist with the tax type and tax percentage. (Format: Add {taxtype} @{taxpercentage})
• The resource name, no. of days will be grouped and calculated in order to minimize the lines on the template
• ‘Questions concerning the invoice’ will be added with email(finance@neutrinos.co) provided by the NEUS team.
• The account details will be populated from the custom dropdown chosen by the user
• On the header section, there will be NEUS logo, address and the Invoice label and on the footer, there will be acknowledgement. All the other data will be added as PDF body

Risks

• There will be some minor changes in the layout in order to avoid line break issues while printing on multiple pages
• The currency and currency symbol will be populated based on the currency in the invoice

• If the subsidiary country and the invoice country are the same, the label of the invoice template will be ‘Tax Invoice’ if different, the label will be ‘Export Invoice’. We will hard code the subsidiary country in the template.(The body field ‘country’ in the invoice should be given properly as per the customer country)
• If there are more than one tax types in the invoice, they will be shown as separate tax labels in the template
• The descriptions of items in the invoice are populated from the item record and the same will be displayed on the template. So, if any additional description is needed, the user should update them in the invoice.
• The primary contact needs to be added to the ‘Relationship’ tab while creating the project record. So, the corresponding contact will be populated on the body field in the invoice and the same can be used to populate on the templates. This will only work for the invoices created via projects.
• As there is no standard functionality of rounding off digits in templates, we will keep the 2 digits after decimal while changing the hours to days. (Example: 2.658 will be taken as 2.65). The days are calculated as hours divided by 8. So there might be a small deviation in the Total displayed on the print and the calculated Total as per the Quantity and Rate displayed