Contract Preliminary Invoice - Aquira

Owned by Derek Murphey
Last updated: Aug 22, 2023
3 min read

This guide will walk you through the steps to generate a “Preliminary Invoice” for a contract that has not yet been Invoiced/Posted during a Month-End procedure.

Full Contract Preliminary Invoice

Because we are generating an Invoice outside of the normal billing process, the Pre-Invoice ignores billing frequency and displays the FULL CONTRACT amount.

If you need to set a specific date range on the Preliminary Invoice, follow these steps.

Sample NWM Preliminary Invoice

  1. Navigate to Traffic > Contracts.

  2. Search and locate the Contract you wish to generate a Preliminary Invoice for.

  3. Click Once to highlight the Contract

    Contract selected/highlighted

  4. Click “Confirmations” along the top row of icons

    Confirmation Direct Reports

  5. Select “NWM Preliminary Invoice w/Payment Link” from the dropdown

    NWM Preliminary Invoice Report

  6. The Preliminary Invoice will open in a new tab. You can review and Export to a PDF. Outside of Aquira, you can compose an email including the PDF as an attachment.

    Preliminary Invoice Export/Save Option

Specific Date Range Preliminary Invoice

If you need to filter the date range displayed on the Preliminary Invoice, you will need to use the Reports > Reports module and create a Report Filter.

  1. Navigate to Reports > Reports

  2. Click Once to highlight the report “NWM Preliminary Invoice w/Payment Link.”

    1. NOTE: If you do not see this invoice, click “Show All” along the top to see all reports.

  3. Click the “Filter” tab.

    Select Prelimary Invoice Report - then Filter tab

  4. The first time you run this report, you will want to COPY the Report Filter “Preliminary Invoice w/Dates.”

    Copy Report Filter so you can edit

  5. Give the Report Filter a new name - anything you like. Then Adjust the Filters as needed. Click Save.

    1. Contract CD = the ID# of the Contract you need (can be found on the Traffic > Contracts browse list, or in the top left corner if you are viewing/editing the contract.

    2. Date (1) = Greater than or equal to = The FIRST day you want to INCLUDE in the Preliminary Invoice.

    3. Date (2) = Less than or equal to = The LAST day you want to INCLUDE in the Preliminary Invoice.

      Report Filter edit/adjustment

  6. You will come back to the Filter list, ensure the desired Filter is still selected/highlighted, then click “Run” in the upper right corner.

    Run Report with selected Filter applied

  7. The Preliminary Invoice will open in a new tab. You can review and Export to a PDF. Outside of Aquira, you can compose an email including the PDF as an attachment.

Note only Contract lines between 8/1 - 8/31 display on the Preliminary Invoice now

NWM Preliminary Invoice with Date Range Filter applied