Adding an Interim Amount

When creating a Progress or Final invoice in FYI, an Interim Amount can be added to the invoice instead of creating a separate interim invoice. For example, practices can invoice a completed quarterly activity statement job, while also pre-billing future work on the same invoice. This type of invoice is referred to as a Mixed Invoice. 

Note: The Add Interim option is only available to FYI Admins and users assigned to a User Group with Create Invoices permission enabled.

This article explains how to add an Interim amount to one invoice. To create a separate Interim Invoice, refer to Create an Interim Invoice.

Add Interim

To create a mixed invoice combining WIP and an Interim Amount:

1. Create a Progress or Final Invoice.
   Tip: Select Detailed layout, to ensure that the interim amount displays as a separate line on the invoice. 
    
2. Optional: Enable Show all Jobs to display jobs without WIP.
   
3. Click on a Job Name.
   Tip: Select a job with no current WIP to pre-bill future work.
   

4.  The Add Time window will display. Select Add Interim in the toolbar.

   

5. A new Add Interim Amount row is added above the Total row at the bottom of the window. 
   Tip: Fields highlighted in yellow can be edited.
    

6. Click into the Add Interim Amount field and enter the value. Click Enter, or tab outside the field to save the amount.

   

7. The Total invoice amount will be updated.
    
8. When an invoice is created with a Detailed layout, the Invoice Description will display. Update this with details of the interim amount.
   

9. If required, the Interim Amount can be deleted by clicking Remove Add Interim. The invoice total will be recalculated.

   

10. Click Save. The Invoice Drawer will display, to continue creating the invoice.
    Note: The Interim Amount will be included in the Amount column.
    

Once a mixed invoice is created:

• A new Interim time entry is created, assigned to the "System" user and displayed in the Time list. The entry will be locked, with only the Notes field editable. This entry allows future WIP recorded against the job to be absorbed by this interim amount.
  Note: If the selected Billing or Workflow job is archived or cancelled, an Interim time entry will not be created.
   
• If Detailed layout is selected on the invoice, the Interim Amount will show as an additional line on the invoice.
   
• The invoice cannot be unlocked. If required, the invoice can be deleted and the associated interim time entry will also be deleted.

Show All Jobs

The Show All Jobs option allows users to select jobs that do not yet have time recorded, so an interim amount can be added during invoice creation. 

When creating or editing a Progress or Final invoice, the Show all Jobs option displays in the Invoice drawer. This option is disabled by default. 

Note: The Show all Jobs option is only available for invoices created for Billing and Workflow Jobs.

When the Show All Jobs option is enabled, the following jobs display and remain deselected by default, allowing users to choose which job to add an interim amount to.

• Associated Workflow Jobs are displayed that do not currently have WIP.
• The Billing Job will display where no previous interim invoices have been created.

Note: If Show all Jobs is enabled and no additional jobs are displayed, this indicates that all associated jobs already have WIP recorded.