Creating Invoices
Once a VHF has been created and approved, new features will appear on the VHF record, enabling permitted users to create invoices and link POs and VHFs together.
To create an invoice, the user will:
- Click “create invoice”
- This will create a new invoice with pre-populated client details
- The invoice should be completed as usual
- Once created, there will be a direct link between the VHF and invoice
Users also have the ability to create multiple invoices against a single VHF. This is particularly useful for logging additional hours or for clients who prefer to be invoiced separately on a daily basis.
Once the hire has been completed and invoiced, the user can mark the VHF as complete by selecting “Mark as complete”. This action locks all details and makes the VHF un-editable.
Linking PO's
Users can also link POs to VHFs by:
- Typing in the PO # into the search bar
- Clicking “link PO”
- Selecting the PO
- This will then add a link to the PO in the accounts widget
Like invoices, users can link multiple purchase orders (POs) to a single VHF. This helps the finance team maintain a clear audit trail and keep accurate records of all costs associated with each hire or contract lift.
Linking VHF's
Linking VHFs is intended for scenarios where a hire is extended using a different asset, an asset breaks down and needs to be replaced, or multiple assets are working on the same job. This ensures all related hires are linked together, helping the finance team keep records aligned and maintain full visibility across the job or contract lift.
You can link VHFs by:
- Clicking the “link VHF” button
This will prompt the user with two options:
- Create a new VHF
- Link to an existing VHF
If the user selects “create new” this will create a new VHF with pre-populated client details, which the user can fill out and submit for approval - for more details, please see how to create VHFs here.
If the user selects an existing VHF, this will create a link on both VHF records.
Group Invoicing
If a hire has linked VHF's, users will be able to create single or grouped invoices. Users can do this by:
- Clicking “create invoice”
- Selecting the single or grouped invoice tick box
- clicking “create”
This will then create an invoice with all linked VHF's, as well as adding the invoice number to all of the VHF's
VHF Invoice Automation
When creating either a Single Invoice or Grouped Invoice, add a new invoice line as normal and complete the required invoice details.
Pre-Populate Invoice Line Details
A new option is available that allows you to automatically populate the invoice line using information from the linked VHF, including:
- Asset / GPS Number
- Date From
- Date To
The Value field will automatically calculate based on the quantity entered and the rate selected within the invoice line.
Note: The Value can still be manually adjusted if required.
Once the details have been reviewed:
- Click Add
- The information will be applied to the invoice line
Updating Invoice
After the invoice has been saved, any invoice line linked to a VHF will display a Report button.
This allows you to quickly update the linked asset details without needing to:
- Edit asset line details
Simply use the Report button to make any required updates.
Automatic VHF Completion
Once an invoice has been:
- Approved, and
- Confirmed
All VHFs linked to that invoice will automatically be marked as complete.
This removes the need to return to each individual VHF and manually update its status. However, if a user needs to edit VHF that's been marked as "complete", there is a new permission that will allow users to unlock VHF's
For additional information, please contact your designated support contact or use your usual support channels.