Parrot Workflows

Recurring Invoicing

In Parrot, you handle all the agreements (contracts) that will create recurring invoicing. This can range from an agreement on subscriptions of goods to rental fees and licenses. It is possible to specify if the contract should create orders, invoices or project planning lines.

Create Documents

The workflow for creating documents such as invoices and orders in Parrot is as follows:

1. When a contract has been created or updated and is ready to be invoiced, select the Release action.
2. Select the Create Documents/Planning Lines - batch action.
3. It is possible to limit which contracts that will create documents or planning lines
4. If any of the contracts fails to create documents or planning lines, you can view the Contract Batch Error List to see which ones. Select the Reopen action to enable a contract to be edited, if any of the contracts has an error that makes it necessary to do so.
5. The batch job will create project planning lines, invoices or orders, depending on what is set on the contract.
6. Choose the search icon (ALT+Q), enter Sales Orders or Sales Invoices, and then choose the related link to view the created documents. It is possible to delete a document with errors and then correct the contract to be able to create a new one.
7. Proceed to post the correct sales invoices in a batch or one at a time.
8. The contracts that have created sales orders probably contain goods that need to be picked and shipped before you can post the sales orders.
9. The fields Next Posting Date and Last Posting Date on the linked contracts of the invoices and orders will be updated when the documents are posted, making the contracts ready for the next invoicing period.

Create Project Planning Lines

You can use Parrot together with StoryPoint. It can be very useful when you want to send one invoice to your customer containing both variable and fixed charges.

The workflow for creating project planning lines with variable (time from StoryPoint) and fixed charges (contracts from Parrot) is as follows:

1. When a contract has been created or updated and is ready to be invoiced, select the Release action.
2. Select the Create Documents/Planning Lines - batch action.
3. It is possible to limit which contracts that will create documents or planning lines
4. If any of the contracts fails to create documents or planning lines, you can view the Contract Batch Error List to see which ones. Select the Reopen action to enable a contract to be edited, if any of the contracts has an error that makes it necessary to do so.
5. The batch job will create project planning lines, invoices or orders, depending on what is set on the contract.
6. It is possible to delete Project Planning Lines created by Parrot as long as they are not posted. If they are deleted, they can be recreated.
7. Billable time reported in StoryPoint will be created as Project Planning Lines when it is posted in a Project Journal. See StoryPoint Workflow for more information..
8. It is possible to either create new invoices from Project Planning Lines or to update existing invoices.
9. Select the Project Create Sales Invoice action to create new invoices in a batch.
10. Choose to filter which projects and/or planning lines you want to create invoices for. Select the OK button to create invoices.
11. Select the Create Sales Invoice action on the Project Planning Lines page and select to add to an existing invoice.
12. Proceed to post the invoice.
13. The fields Next Posting Date and Last Posting Date on the linked contracts of the invoices and orders will be updated when the documents are posted, making the contracts ready for the next invoicing period.

See Also

How To Invoice Projects on Microsoft Learn
How To Get Started with StoryPoint
StoryPoint Workflows
How To Use Dimensions on Contracts