The following are descriptions of fields on the Collection Center screen:
View by:
Make a selection from this drop-down list to specify how invoices should be listed (for example, by Client, Project, Project Manager, etc.). The options available in the From-To fields are dependent upon your selection in this drop-down list.
You can view invoices for a project manager, who might be managing projects belonging to different clients.
From-To:
Use these fields to specify the range of information to display in the invoice list. The available options are based on the item selected on the View By field. You can select an individual item from the drop-down list in both From and To fields or just select a range.
Period:
This determines the time period for which the invoices will be displayed on the grid. You can select All, This Year, Last Month, Custom, etc. When Custom is selected, you must select custom dates in the Period From-To fields.
Invoice Status
You can filter invoices in the grid based on their status.
Open: Invoices with a positive, outstanding balance (not paid in full).
Closed: Invoices without a positive balance. These are fully paid invoices.
Posted: invoices that have been processed and marked as posted. These invoices can no longer be edited.
Un posted: Invoices that have been processed but not yet posted. These invoices are editable.
Draft: are those that are still under review and not yet finalized. These invoices need to be processed and appear within <>.
Late Fee: Invoices created for late fee charges on the outstanding amount of an invoice. These invoices have LF- prefix appended to their invoice number.
Collections Grid
The grid displays invoices according to the criteria defined in the filters. You can sort the display information by clicking one of the column headers.
Column Chooser 
:
Click to open the Column Chooser to hide or show columns in the grid. Check the field names you want to show in the grid. Whether or not fields are hidden, values are recorded to them when data is entered. By default, some of the fields are already checked and displayed in the grid. Uncheck them if you want to hide them in the grid.
Select:
Click the arrow in this column to select a listed invoice for printing or to attach a file to it.
Invoice #:
Web Suite automatically assigns sequential invoice numbers when the invoice is processed. The invoice number is incremented and assigned to the next invoice processed. This number can be specified in the Last Printed Invoice # field on the Global Settings-Billing panel.
Date:
Aging reports, statements and late fees use this invoice date in their calculations. Invoice date is assigned in Manual Invoice, Billing Review or Billing Schedule.
Project ID:
ID of the project for which the invoice is processed. If the Project ID indicates Joint, it means that it is a joint invoice for multiple projects or project phases. Joint invoices are processed in the Billing Review screen.
Project Name:
The name of the project associated with the invoice.
Amount:
The total amount charged on an invoice, excluding taxes and retainers (if any).
Paid:
The total amount paid towards the invoice. The value updates as receipts and adjustments are made in the Payments screen.
Balance:
The outstanding balance or amount due on an invoice.
Balance = Net Amount - Paid
Client ID:
ID of the client or debtor associated with the invoice. The invoice is billed to this person.
Net Amount:
The net bill amount charged on the invoice, including taxes (if any).
Net Amount = Amount + Total Tax - Retainer - Discount
MST:
Main Service Tax (MST) is the main tax charged on invoiced service or labor.
MET:
Main Expense Tax (MET) is the main tax charged on invoiced expenses.
Total Tax:
The total tax amount charged on an invoice.
Total Tax = MET + MST
Due Date:
The date when the invoice payment is due.
Over Due:
Number of days the invoice has been overdue or outstanding. It depends on the Due Date and payment term applied. For example, if the due date of an invoice is 18th May 2016 and the term is Net 30 (30 days), then on 18th April, overdue is 1, on 19th April, overdue is 2 and so on.
V:
A selected check box in this column indicates a voided invoice.
Notes:
Click this link to add a note for an invoice.
Project Manager:
Displays the name of the project manager assigned to the project.
Retainage:
This value indicates what portion of the net bill amount will remain withheld by the client for a specific project whose invoice is created.
Fixed Fee:
Displays the amount charged as fixed fee for projects having the Cost + Fixed Fee contract type.
Submitted By:
This field displays the ID of the user who had submitted the invoice for approval.
Approved By:
This field displays the ID of the user who approved or rejected the submitted invoice.
S (Approval Status):
The S column in the grid shows the status of each invoice:
[blank] Not submitted 
Submitted 
Forwarded 
Approved 
Rejected
Printed On:
This is the date when an invoice is printed. You can select a date from the drop-down calendar or let Web Suite fill it automatically when you actually print an invoice.
Emailed On:
This is the date when an invoice is emailed to a client or any other person. You can select a date from the drop-down calendar or let Web Suite fill it automatically when you actually email an invoice.
Reference No:
This number enables you to keep track of your electronic invoices. It represents the invoicing company’s reference number that identifies the invoice sent to a client.
RF Number:
This is the RF Creditor Reference number that enables you to keep track of your electronic invoices. Web Suite generates it automatically using the invoice number. The invoicing company adds this number to its invoices.
PO Number:
This is the purchase order number associated with a project. By having this information here, it ensures that the old PO numbers remain associated with their original invoices.
Pay:
Click the link in this column to view the payment details or record a payment for the selected invoice.
Joint Project ID:
Shows the projects associated with an invoice.
Project Contract Type:
Displays the contract type or billing arrangement of a project associated with the invoice (for example, Hourly, Fixed, Recurring, etc.).
Retainer:
This is the retainer amount applied on an invoice. Like a discount, it reduces the Net Amount due from a client.
Discount:
The discount amount applied to an invoice before processing. The Net Amount is reduced by whatever amount is here. The discount reduces the final invoice amount after taxes have been added. The discount will not reduce the tax amount of services or expenses. However, if a processed invoice is to be given a discount then the amount should be written off in the Payment screen.
Service Billed:
It is the total sum of the Service Amount billed to date. It neither includes Tax 1/2/3 of the time entries nor the MST. When the service amount billed to the project passes the contract amount specified in the Project screen, you are prompted whether to mark the project status as Completed.
Expense Billed:
It is the total sum of the Expense Amount billed to date. The amount includes neither Tax 1/2/3 of the expense entries nor the Main Expense Tax.
Project Status:
Displays the status of the project associated with an invoice. It can be Active, Inactive, etc.
Employee ID:
ID of the employee who generated the invoice.
Template:
Invoices are generated using the default templates. This column displays the type of template being used and the name of the template file.
Retainage Paid:
This value indicates what portion of the retainage is paid by the client till date.
Invoice Details 
Click to view invoice detail that includes historical information about the payments associated with a selected invoice. You can view previous payment details such as type (payment, retainer applied, etc.), date of payment and amount paid.
Besides the payment history grid, you can also view some key metrics and averages related to the selected invoice that can help in managing your collections better. These include:
Average Invoice Value:
This gives you an idea about the average amount on an invoice. It is calculated per client as:
Average Invoice Value = Total Net Amount / Total Number of Invoices
Average Hourly Rate:
This gives you an idea about the average hourly rate billed to client. It is calculated per invoice as:
Average Hourly Rate = Total Service Amount / Total Number of A-Hours
Retainer Balance:
This gives you an idea about the average retainer balance, that is, Project Retainer Available. It is calculated per project* as:
Retainer Balance = Total Retainer Paid – Total Retainer Applied
*You can view invoices for a project manager responsible for projects belonging to different clients. Therefore, retainer balance is calculated for a project.
Time Entry to Invoice:
This gives you an idea about the average number of days to bill a client since work is done. It is calculated per invoice as:
Days to Bill = SUM (Invoice Date – TE Date) / COUNT (Time Entries)
Invoice to Payment:
This gives you an idea about the aging of an invoice. It provides the average number of days to pay since an invoice is billed to a client. It is calculated per invoice as:
Days to Pay = Last Payment Date – Invoice Date
Time Entry to Payment:
This gives you an idea about the total number of days to pay since work is done. It includes the number of days it takes to bill an invoice and then receive payment on it. It is calculated per invoice as:
Days from Work to Pay = Days to Bill + Days to Pay
Notes
Located below the Collections grid, this panel displays existing notes related to the selected invoice. You can also add new notes. These notes are helpful, especially when the client has made a partial payment. You can attach time-stamped notes or memo related to each invoice. Whenever you contact the client, your previous collection notes will be displayed automatically for reference.
Notes Grid:
Displays a list of notes for a project selected in the Collection's grid. Click Select to display a note's text in the Memo field.
Collection Center Button Panel
Help:
Opens the Web Suite Help in the Collection Center section.
Print:
The drop-down displays a list of in-context reports. You can print, preview or cancel the reports from here.
Attachments:
Click Add New to attach a new file to an invoice record or use the shortcut menu. Web Suite allows you to link files to invoices for reference or as a requirement for billing. For example, you might want to scan and attach some documents or images to the invoice for reference. You can add and save files for the selected invoice from the Attachments screen.
Besides attaching new files to the invoices, you can also link existing attachments to them. When you click on an invoice and choose Select Existing option, Web Suite scans the associated client, project, time and expense data for existing attachments. It will display a list of already linked files and you can choose to attach any of them to the selected invoice. For example, if an employee attached a lunch receipt when recording an expense, it will be available here without you having to search for it.
Email:
Sends the invoice as a PDF file attachment via email. From the drop-down, you can choose to whom you want to send the email. The options are: Client, Client Manager, Project Manager and Other. When Other is chosen, the Email screen opens where you can enter the email address of the recipient.
Options:
On the button panel, click Options to view the below mentioned fields:
Rows:
Select the number of rows you would want to be displayed in the grid below. You can choose to view up to 500 rows of data on the screen.
Refresh:
Retrieves the latest data from the database and displays it on the screen. Clicking Refresh without any filters will cause all existing invoices to be brought forward. You can also execute this action through the right-click menu.