Electronic Invoicing 6.0 Final Invoice Packaging Reference. January 2018

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1 Electronic Invoicing 6.0 Final Invoice Packaging Reference January 2018

2 Copyright Information While EleVia Software has attempted to make the information in this document accurate and complete, some typographical or technical errors may exist. EleVia Software is not responsible for any kind of loss resulting from the use of this publication. This page shows the original publication date. The information contained in this publication is subject to change without notice. Any improvements or changes to the product will be documented in subsequent updates. This publication contains proprietary information which is protected by copyright. All rights are reserved. No part of this document may be electronically reproduced or transmitted in any form or by any means, electronic or mechanical, or translated into another language, without the prior written consent of EleVia Software. This edition published January Copyright 2018 Central Consulting Group (CCG) and EleVia Software. All rights reserved. Unpublished-rights reserved under the copyright laws of the United States. Unauthorized reproduction or distribution of this document or any portion thereof could result in severe civil or criminal penalties. All other trademarks are the property of their respective owners. 2

3 Contents Copyright Information... 2 Contents... 3 Overview... 4 General Information... 4 Supported Environments... 4 Upgrade Considerations... 4 Packaging Content... 5 Overview... 5 Options Managed from Vision s Project Info Center... 5 Existing Content... 6 Vision Client Invoice... 6 A/P Invoices, Expenses and other documents from Vision TDM... 6 Template Content... 7 Template Types Word with Field Substitution Excel with Field Substitution Substitution (Infragistics Document Engine) XSLT (Infragistics Document Engine with XSLT) Template Setup Adding and Modifying Templates Template Parameters Template Substitution General Information Vision Objects and De-Referencing Special notes about templates Getting Started

4 Overview Welcome to the Electronic Invoicing 6.0 Final Invoice Packaging Reference. This optional feature set allows dynamic and static content based on predefined templates configured at the project level be used to generate a package of documents to be delivered to the client with their invoice. There are several types of templates that may be used which will be detailed in the document. Some require knowledge of 3 rd party applications and/or programming ability. General Information Supported Environments Please refer to the installation guide for details on compatibility and setup of Electronic Invoicing. This document assumes a working installation of Electronic Invoicing in a supported environment. Some template types and functionality require Microsoft Office. Upgrade Considerations EleVia Software encourages clients to upgrade to the latest version of Electronic Invoicing because: New features are added only to the latest version Except in critical situations, EleVia fixes software issues only in the latest version EleVia support is typically available only for the latest and the next previous version The latest version incorporates the newest technologies and tools. 4

5 Packaging Content Overview There are various types of content available to use in Electronic Invoicing s packaging functionality. Some content is built in and pulls existing documents from Vision or other known sources like the client invoice or transactional documents. Others are completely user defined like a cover letter or other documents created outside of Vision. Options Managed from Vision s Project Info Center When Electronic Invoicing packaging functionality is enabled, a group of user defined fields will be added to the Project Info Center in Vision which will allow you to control the packaging content on a per project basis. Workflows or default values can be setup for these fields to automate the setup of the packaging also. All packaging content is selected and ordered here the way you would like them included in the final package. Then each piece of content has its own options for how it is displayed. Some of the options for the built-in content are configured using these fields in the Project Info Center. Other options are template-based and will be controlled in the EI template setup which will be described later. 5

6 Existing Content Vision Client Invoice The client invoice from Vision is often the main document to be sent to the client. In some cases this may be the only document and packaging may be used to simply attach the invoice to a template-based that is sent to the client. For Final Invoice Packaging, the Vision final client invoice must be generated as a PDF. The packaging functionality will locate the invoice file PDF where Electronic Invoicing is configured to store them (Invoice Folder Finals). Providing a numeric value in the Include Invoice field both includes the invoice in the package and determines the order relative to other content included. The Include Invoice Markup option will control if any markup on the document will be included in the package. Only markup from Electronic Invoicing is supported with this feature. A/P Invoices, Expenses and other documents from Vision TDM If you are using Vision 7.1 or later with Transaction Document Management enabled, you will be able to include any A/P documents or expense receipts linked to the invoice. If you are using EleVia Software s Payables Approval and Tracking software to manage you re A/P invoices, you will be able to include any A/P document linked to the invoice. Providing a numeric value in these Include fields both includes the content in the package and determines the order relative to other content included. The Include Markup option will control if any markup on the document will be included in the package. Only markup from Electronic Invoicing is supported with this feature. A minimum value can be configured to exclude items below the amount provided, otherwise when blank all documents found will be included regardless of the amount. By default only reimbursable items are included, but an option to include direct exists for both types. Lastly, the Sub/Exp Order field can be used to control the order of transactional documents relative to each other. By default, items are ordered to match the order they appear on the invoice. Other options (which can be added to the dropdown) include WBS, Date, Vendor, Amount, and Amount Desc. Custom TDM templates can also be created if additional control is required in selecting documents to include or to include other document types like Unit or Info Center documents from TDM. Some programming knowledge is required or contact support@eleviasoftware.com for consulting assistance. 6

7 Template Content The remaining content types for Final Invoice Packaging uses templates to generate content. The template name for , Timesheet, and User Documents (if type equals Template ) grid must match a template defined in Electronic Invoicing Template Configuration. The template must be of type, the others can be any of the remaining types. The User Documents grid has three columns; order, type, and document. Order works like the Include fields, where it is a numeric value that indicates its order in the package. Type can be File or Template. If Doc Type is File, the document field will be the UNC path to a file. If type is Template, the document field will be a template name pointing to an EI template. 7

8 An example project setup Resulting view in Package Builder interface. 8

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10 Template Types For each of the template types described below, see the sample templates for working examples that you can use as a reference or starting point for your own templates. Word with Field Substitution This type uses an existing Word file and will look for optionally defined fields which match valid parameter names (see Template Substitution section) to dynamically insert data similar to a mail merge. For Microsoft Word templates the parameter name is used in a MergeField field name as shown below. The field name should use the same parameter syntax minus the [: start and ] end. The document will be converted to PDF when the package is created. This template type requires understanding of Microsoft Word and familiarity with how mail merges work in general. Microsoft Word (2007 or later) must also be installed on the workstation where the package is created (i.e. where EI is being run). Little to no programming knowledge is required unless custom template parameters are needed (e.g. an outstanding A/R paragraph that must dynamically query the Vision database for an amount). 10

11 Excel with Field Substitution This type uses an existing Microsoft Excel file and will look for optionally defined fields which match valid parameter names (see Template Substitution section) to dynamically insert data similar to a mail merge. For Microsoft Excel, simply use parameter syntax in cell values. No special fields are required. The document will be converted to PDF when the package is created. This template type requires understanding of Microsoft Excel and familiarity with how mail merges work in general. Microsoft Excel (2007 or later) must also be installed on the workstation where the package is created. Little to no programming knowledge is required unless custom template parameters are needed. Substitution (Infragistics Document Engine) Using a properly encoded XML file, this template type offers increased flexibility and can generate rich content similar to a report writer. Many of the samples and built in templates use this method and can be modified to meet specific needs. Some programming knowledge is required or contact support@eleviasoftware.com for consulting assistance. XSLT (Infragistics Document Engine with XSLT) Using a properly encoded XML file, this template type offers increased flexibility and can generate rich content similar to a report writer. With the addition of XSLT, this type allows tabular data or repeated elements to be used more effectively. Many of the samples and built in templates use this method and can be modified to meet specific needs. Some programming knowledge is required or contact support@eleviasoftware.com for consulting assistance. templates are a unique type in that they are not part of the actual package, but a method for distributing the package. templates work with Microsoft Outlook installed locally and generate an in Outlook with the invoice package attached. You then review the and click send when everything looks good. These can be text or HTML based as supported by Outlook. HTML encoding will occur on all substitutions if the template file extension is htm/html. Batch s are also possible to include multiple package files in a single . 11

12 Template Setup Adding and Modifying Templates Templates are setup in Electronic Invoicing. Users with access to configuration will see a new Template Setup option under Utilities. Once a template is created, it can be use the in the Project Info Center to assign it to one or more projects. Templates are referenced by their name. Template Parameters To make custom data available to your template you can add parameters which can be populated with static values or use SQL to pull from the Vision database. Some programming knowledge is required to add or modify SQL parameters. Parameters are also assigned one of the following types. Text/string Number Currency Date Xml Client Employee Contact Project 12

13 Template Substitution General Information Substitution parameters can be mixed in with template content. Parameters are referenced with the following syntax: [:parametername] where parametername is a valid parameter name. Valid parameters include those defined within the template setup or from the built-in session parameters which pull relevant Vision data for the selected project and invoice. Uniquely defined parameters can be seen in the packaging window interface. Template parameters can only be used by the template in which they are defined, while session parameters are available to all templates. Some commonly used examples are: General Parameters o PR currently selected project (Project) o WBS1 currently selected project number. Same as PR.WBS1 (Text/string) o companyname (Text/string) o invoicefolder/finals Electronic invoicing folder locations (Text/string) Invoice parameters o invoice invoice number of the current invoice (Text/string) o invoicetotal (Currency) o invoicedate (Date) o billfromdate (Date) o billtodate (Date) 13

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15 Vision Objects and De-Referencing Key Vision tables/info Center objects can also be used in parameters. Projects, Clients, Employee, Contact, and Address objects can all be included as parameters by defining SQL that returns the appropriate ID and defining the proper type for the parameter. The current project is a session parameter, so it is automatically available as [:PR], and many other types are accessed from the current project like [:PR.ProjMgr.FirstName] (ProjMgr is an Employee typed field in PR) or [:PR.BillingClient.Name] (BillingClient is a Client typed field in PR) For another example, if a parameter for billingcontact is defined of type Contact we could use a substitution parameter like [:billingcontact.lastname] where 'LastName' is a valid column in the contact table. Some convenience fields are also available which combine multiple fields and/or do additional formatting for commonly used scenarios like [:billingcontact.plname] for PreferredName followed by LastName. In addition to actual field names in each of the Vision tables, the following convenience fields and format options are also available depending on the type. Project o ProjectLocation (type Address) o BillClientAddress (type Address) o PrimaryClientAddress (type Address) o Client (for primary client - type Client) o BillingClient (type Client) o Contact (for primary contact type Contact) o BillingContact (type Contact) Employee o plname (type string - Contains PreferredName if it exists else FirstName followed by a space and then LastName) o pmlname (type string - Contains PreferredName if it exists else FirstName followed by a space, MiddleName with another space if it exists, and then LastName) o flname (type string - Contains FirstName followed by a space and then LastName) o fmlname (type string - Contains FirstName followed by a space, MiddleName with another space if it exists, and then LastName) o lpname (type string - Contains LastName followed by a comma and space, then PreferredName if it exists else FirstName) o lpmname (type string - Contains LastName followed by a comma and space, then PreferredName if it exists else FirstName. Last a space and MiddleName if it exists.) o lfname (type string - Contains LastName followed by a comma and space, then FirstName) 15

16 o lfmname (type string - Contains LastName followed by a comma and space, then FirstName. Last a space and MiddleName if it exists.) o Address (type Address - Contains address detail from the employee record) Contact o plname (type string - Contains PreferredName if it exists else FirstName followed by a space and then LastName) o pmlname (type string - Contains PreferredName if it exists else FirstName followed by a space, MiddleName with another space if it exists, and then LastName) o flname (type string - Contains FirstName followed by a space and then LastName) o fmlname (type string - Contains FirstName followed by a space, MiddleName with another space if it exists, and then LastName) o lpname (type string - Contains LastName followed by a comma and space, then PreferredName if it exists else FirstName) o lpmname (type string - Contains LastName followed by a comma and space, then PreferredName if it exists else FirstName. Last a space and MiddleName if it exists.) o lfname (type string - Contains LastName followed by a comma and space, then FirstName) o lfmname (type string - Contains LastName followed by a comma and space, then FirstName. Last a space and MiddleName if it exists.) o Address (type Address - Contains address detail from the employee record) Client o PrimaryAddress (type Address - Contains the address record with the primary indicator checked for this client.) o BillingAddress (type Address - Contains the address record with the billing indicator checked for this client. See also PR.CLBillingAddr) Address o Using an address type field substitutes standard address format as follows: Date o o o o Address1 N (on separate lines) City, State Zip Country (if not US or CA) d - this is the default when no format is specified, culture-specific short date pattern (6/15/2009 [en-us]; 15/06/2009 [fr-fr]) D - culture specific long date pattern (Monday, June 15, 2009 [en-us]) M - Month/day pattern (June 15 [en-us]) Or build a custom date with following parts examples invoicedate.d/m/yy or invoicedate.yyyy-mm-dd d - day of month (1-31) dd - day of month with zero padding (01-31) M - month (1-12) MM - month (01-12) MMM - addreviated name of the month (Jun) MMMM - full name of the month (June) yy - two digit year 16

17 yyyy - four digit year Special notes about templates The following parameters, when present, will control values into the various options instead of using the defaults. To Defaults to '[:PR.Contact. ]' CC Defaults to blank BCC Defaults to blank Subject Defaults to 'Invoice Submittal For Project [:WBS1]' FileDisplayName Defaults to name of package file AttachInvoicesFor Optional parameter to control batching of package s into one per client Example using Vision bill groups: -SourceType: sql -Value: select b.subwbs1 wbs1 from BTBGSubs b where MainWBS1 AttachedInvoiceMaxDays Optional parameter to limit the age of package files to include in a batch or 0 to include all. 17

18 Getting Started 1. If you perform the implementation yourself, the cost is free. a. You have this document and the provided examples for reference. b. Please contact us to obtain latest samples and/or for other reference information about 3 rd party tools used in Final Invoice Packaging. 2. If you have EleVia Software assist, the work is performed on a time and materials basis and includes the following: a. A discovery meeting to determine the needed supporting documents and to estimate the level of effort and when that work will be completed. A signed work authorization may be required before proceeding. b. Create templates and queries to pull necessary data from the Vision database c. Setup templates in Electronic Invoicing d. Setup projects to use Final Invoice Packaging e. Optionally setup workflows to default project setup for new projects 18