Crew invoices in the books

How the accountant finds, opens, downloads and prints the invoices the company's subcontractors sent in, reads their payments and history, and files each one under the right category.

What it is for

A crew invoice is an invoice from one of the company's subcontractors to the company. It is the purchase side of the books: what the company owes or paid its subcontractors.

In the books, open Crew invoices in the menu. It is the second item, under Client invoices. The page heading and the breadcrumb read the same. The first word is the company's own word for crew, set by the office in Settings > Wording, so it may read differently for your client.

Here you can:

• See every crew invoice that was submitted, with its net, VAT and total.
• Open, download and print the document.
• Read the payments recorded on it and its history.
• Change its accounting category.

Everything else is read only. Approving, rejecting, paying and voiding are done by the office, see Crew invoices for the office side.

Who can use it

The list is always in the menu of the books. No switch hides it. Only the RCT SIN column depends on a switch, see RCT SIN.

Which menu items the books have, and who opens them: The books.

While the company's access is locked, the books cannot be opened and no document can be viewed or printed.

What you cannot do here

• There is no button to add a crew invoice, and no edit page.
• Nothing can be approved, rejected, paid, voided or deleted.
• There are no bulk actions and no tick boxes.
• There is no export button. Each invoice is downloaded as its own PDF, see View, download and print.
• Payments and history open in windows whose only button is Close.

The one thing you can change is the category, see Change category.

The list

One row is one crew invoice.

• Drafts are never listed. A draft has not been submitted, so it is not in the books yet. Every other status is listed: Submitted, Approved, Paid, Rejected and Void. What each status means: Statuses.
• The newest issue date is first.
• Clicking a row opens the document, the same as View document.
• With nothing to show, the list says No submitted crew invoices yet.

The list has no status column. Use the Status filter to see, for example, only the paid ones. The document itself shows a "PAID IN FULL" or "VOIDED" banner.

A toggle switches between a table and cards, as on the other lists. See List and card layout. On a phone the cards are shown. A card has the number, then Worker, the category, VAT, Total and Issued. The card has no net, no due date and no RCT SIN.

Columns

Money is shown in the currency the invoice was submitted in.

You can sort by Invoice, Net, VAT, Total, Issued and Due.

On a laptop screen Net and VAT give way so the table fits. Both are on the document itself.

RCT SIN

This column is shown only while Construction tax withholding (RCT) is switched on for the company. With it off there is no such column.

It shows the RCT Site Identifier Number of each site the invoice is for. The sites are the ones named on the invoice's lines, plus the sites of the jobs the lines or the invoice were put on.

The SIN is read from the site as it is now, so a SIN the office adds later shows here at once. Where the office records it: RCT site identifier.

Search

The search box looks in the invoice number. Small typing mistakes are forgiven. To find the invoices of one person, use the Worker filter.

Filters

A filter applies as soon as you pick it. There is no Apply button.

Row actions

Each row has one ⋮ menu.

View, download and print

• View document: opens the PDF in a window headed "Invoice {number}", with the note "The submitted document. Use Download PDF for the file." Clicking a row does the same. Press Close to go back to the list.
• Download PDF: saves the file as "subcontractor-invoice-{number}.pdf".
• Print: opens the same PDF in a new browser tab, ready to print.

All three give the same document. What is printed on it, and where the From and To details come from: The PDF.

Payments

Payments in the ⋮ menu opens the window Payments of Crew invoice {number}. It lists every payment recorded on the invoice, newest payment date first.

A crew invoice has no RCT deducted column here.

The window is read only: its only button is Close. Payments are recorded, corrected and removed by the office. See In the books and how the status of a crew invoice follows its payments.

An invoice with no payment at all has no Payments item in its menu. A crew invoice with a total of 0.00 becomes Paid when the office approves it, without a payment, so it has none either.

History

History in the ⋮ menu opens the window History of Crew invoice {number}: "Every change, payment and email of this document, newest first. Read only." Nothing in it can be edited or deleted. Press Close to go back.

What the lines mean: History of crew invoices.

Change category

The category is the one thing you can change in the books. Use it when an invoice was filed under the wrong heading.

1. Open the ⋮ menu on the row and choose Change category.
2. The window Change the accounting category says: "Re-files this invoice for the books. Nothing else on the document changes."
3. Under Category, pick one. The hint says: "From your company's category list. An invoice keeps a category that has since been removed until you change it here."
4. Press Save category.

You see Category updated, "Filed under {category}."

• Owners, admins and accountants can do this.
• It is offered in every status except Void. A void invoice keeps the category it had.
• Only the category changes. The number, the amounts, the dates and the status stay as they are, and the PDF is the same.
• The choices are the company's own category list. If the invoice carries a category that was since taken off the list, that one is still offered for this invoice.
• A category that is not on the company's list is refused with "The selected accounting category is not one of your company's categories."
• The change is recorded with your name and shows in the invoice's History.
• Nobody is emailed.

The category list itself is kept by an owner or admin in the office, in the company settings, section Invoice categories. See Category (for accounting).

What happens after

• An invoice shows in this list from the moment it is submitted, and stays in it whatever happens to it later.
• An invoice the office rejects or voids stays listed, with its number.
• A new category shows in the Category column at once, here and in the office.
• Nothing you do here sends an email or a notification.

Common mistakes

An invoice I was told about is not in the list. It is still a draft. Drafts are not listed. It shows once the subcontractor or the office submits it.

I cannot see whether an invoice is paid. The list has no status column. Set the Status filter to Paid, or open the document: a paid invoice has a "PAID IN FULL" banner.

There is no Payments item in the menu. No payment was recorded on that invoice. A Paid invoice with a total of 0.00 has no payment either.

There is no Change category item in the menu. The invoice is Void. A void invoice cannot be recategorised.

There is no RCT SIN column. RCT is switched off for the company. An owner or admin switches it on in the company settings.

The RCT SIN column says No SIN. The office has not recorded the SIN on that site yet. Ask the office to add it to the site.

Net and VAT are missing from the table. The screen is narrower than 1536 px. Widen the window, or open the document.

The Worker filter finds nothing for a name I picked. The list offers every member of the company, also people who never sent an invoice.

The Category filter does not offer an old category. The filter offers the company's current list only. An invoice that still carries a removed category is found with the other filters.