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

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

  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.

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.

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

  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.

  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.

  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