Invoicing Assistant Color Coding

Updated on 03 Feb 2023

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The color coding of each line item informs you of how the line item should be handled. Some colors indicate an action that is required before the item can be invoiced. In these cases, clicking the line item will display the appropriate screen to take the necessary action.

Others show that the items are ready to be invoiced. In these cases, clicking the line item will have no effect. Your only option is to create an invoice based on the recommendation.

Note that as conditions indicated by the color code, other applicable color-code may be revealed.

The following table explains the meanings of the color codes for line items displayed in the Invoicing Assistant:

Color Code Title	Description
Overdue	This indicates that the invoice recommendation has been available long enough that it should have already been invoiced. The timing of when a recommendation turns to this color code is determined by the Standard Billing Overdue After Days setting or the Open Billing Overdue After setting specified on the Invoicing tab of the Application Configuration screen.
Ready	Indicates that the invoice recommendation is ready to be invoiced based on the timing specified by the Standard Billing Ready after setting or the Open Billing Ready After setting specified on the Invoicing tab of the Application Configuration screen.
Address Required	This indicates that some necessary portions of the billing address to which the invoice should be sent are missing. If you click on an item with this color code, Aspire will display the Invoicing Info screen so that you can enter the missing portion(s) of the address. When you make this correction, it only applies to the opportunity of being invoiced. You can also go to the billing contact for the property to ensure that the address is fully specified there as well.
Terms Required	This indicates that payment terms have not been specified for the property. If you click on an item with this color code, Aspire will display the Property screen so that you can enter the missing payment terms.
Tax Jurisdiction Missing	This indicates that the tax jurisdiction is missing for the property. If you click on an item with this color code, Aspire will display the Property screen so that you can enter the missing tax jurisdiction.
Work Remaining	Work Orders whose invoice type is Fixed Price on Payment Schedule are ready for invoicing based on the percentage of work complete as defined on the Payment Schedule \| Fixed Price on Payment Schedule screen. However, their invoice recommendations become available in the Invoicing Assistant as soon as the opportunity has been won. This color code indicates that additional work is required on the opportunity before it is ready to be paid according to the payment schedule. Once the required work has been completed, the color code will turn to Ready.
Missing Billing Company	This indicates that the billing contact for the property does not have a company assigned to them, but a Billing Company is required. The Invoicing Assistant will not allow you to create an invoice for this item until the company has been assigned. If you click on an item with this color code, Aspire will display the Contact screen so that you can select the company for the billing contact.

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Invoices Search List Screen