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Topic

    Kim Puls
    Mass submit Draft invoices to Submitted for a specific...
    Topic posted November 5, 2019 by Kim PulsSilver Medal: 2,000+ Points, tagged Project Billing & Revenue, Project Contracts, Project Costing 
    76 Views, 14 Comments
    Title:
    Mass submit Draft invoices to Submitted for a specific customer
    Summary:
    Is it possible to mass submit draft invoices to submitted for a specific bill to customer?
    Version:
    R13-19C

    Comment

     

    • Perry Unrau

      No.  In Update 19D, we delivered the REST service Submit of a single draft invoice, which could be called multiple times to perform the submit action for each desired invoice.  Alternately, you could set the Generated Invoice Status option on a contract to Submitted, so that all invoices generated for that contract are automatically submitted for approval.  If neither of these approaches will suffice, please feel free to log an Idea in the Project Management Idea Lab.

      Perry

       

      • Michelle Swisher

        Prior to 19C we were able to submit and approve in mass by selecting all of the available rows.  After 19C, I had to create an SR (3-20811899161) because we were no longer able to do this in mass.  What I have seen with REST services they are not very end user friendly.  Can you provide some good documentation on this REST service?

         

        Thanks,

        Michelle

    • Perry Unrau

      Hi Michelle,

      Sorry, I misunderstood your original question.  I was thinking you meant mass update using some sort of service.  Yes, you should still be able use the Manage Invoices page to search for draft invoices for a specific bill-to customer, select all or multiple rows in the search results, and then submit the selected invoices all at the same time, using the Actions menu and clicking the Submit action menu item.  I will contact the Global Support Engineer to talk about your SR.

      The REST documentation can be found here for Project Management.

      Perry

       

      • Durgaprasad Mohapatro

        Hi Perry,

        Please provide a sample , How we can call a REST service. Is what you mean to use SOAP UI and execute manually one by one? Or is there a way we can use it as a ESS process to get all eligible invoices and release one by one automatically?

        We have a similar requirement to, Release all approved project invoices. There is a REST service to release a single approve Invoice. 

        Any insight, guidance to automate the REST service will be really appreciated.

        Thanks,

        Durga

    • Perry Unrau

      Hi Durga,

      Have you considered using the Contract Invoices work area UI and the Release All action?  Have you considered setting the Generated Invoice Status flag on contracts to Released?  If neither of these approaches will suffice, we would love to hear why not.

      At this point, we are not convinced that REST is the appropriate tool for bulk operations, mainly for performance reasons.  We would be interested in knowing:

      1. How many invoices are expected to be released in one batch?

      2. How many such batches per day?

      3. Would users be expected to invoke an executable or something similar for the REST invocation or is it expected to happen automatically?

      4. If users are to invoke something, how would that be easier than using the UI to mass release?

      5. Would the invocation be from PaaS?

      My apologies as well for the link I provided, which was for Update 19C.  Here is the proper link for Update 19D to the Submit of a single draft invoice REST service.  Here is the equivalent 19D link to the Release of a single approved invoice REST service.

      Perry

       

      • Paul Fernandez

        Hi Perry,

        Where is the Contract Invoices work area UI and the Release All action you are referring to?

        When I look, I don't see any 'Release All' button or Action anywhere. Attaching the screenshot for your reference here, since it is not allowing me to paste the screenshot here.

        As you can see, even the 'Release' button gets grayed out when I select both the invoices together and the 'Actions-->Release' menu is also grayed out.

         

        --Paul

         

    • Perry Unrau

      Hi Paul,

      The Release All action menu item is only available on the Manage Invoices page.  You can navigate there by opening the panel drawer in the top right hand corner of the Contract Invoices Overview page and clicking Manage Invoices.  Please check out the Can I release multiple approved invoices help topic in the Using Project Revenue and Billing user guide for details.  Please note that in addition to the conditions listed there, the Contract Business Unit must have Invoice Numbering set to Automatic for both Customer and Internal Billing.

      Perry

       

    • Perry Unrau

      Hi Paul,

      Sorry for the extra post, but the Development Team reminded me of 2 more things:

      1. There is one more condition: None of the contracts involved should be undergoing an amendment without versioning.

      2. We have logged a documentation bug to get the Can I release multiple approved invoices help topic corrected.

      Perry

       

      • Paul Fernandez

        Perry,

        I looked at it from the 'Manage Invoice' page as well and the result is the same.
        I am finding that the 'Release All' button is grayed out.

        I also verified the two condition you specified:
        1. Contract Business Unit must have Invoice Numbering set to Automatic for both Customer and Internal Billing. Verified.

        2. None of the contracts involved should be undergoing an amendment without versioning. 
         I only have one contract here and it is 'Active'.

        Please see screenshots and let me know what could be missing here and/or what criteria I am not satisfying.
        Thanks

        --Paul

    • Perry Unrau

      Paul,

      Did you read the help topic I mentioned - Can I release multiple approved invoices?  In that help topic are a number of other conditions that must be met in order for the Release All action menu item to be enabled.  If you think you have met each of those conditions, then I suggest you log an SR, providing proof that you have met each and every condition, and point the Global Support Person to this email thread in Customer Connect, so they can verify your findings and log a bug quickly.

      Perry

       

      • Kim Puls
        I will have to take a look next week. I was unexpectedly out on medical leave and just now getting back to work.
        
        
        
        Thanks - Kim