Proposal Accounting OptionsProposal Accounting Options

Request for Payment (RFP) Accounting is a two-step invoicing method.

  1. An RFP Invoice is sent to the customer asking them to provide payments. Payments are then captured as deposits and are available to be applied to delivery invoices.
  2. A Delivery invoice is created on a weekly or monthly basis to track the actual delivery of parts and labor. Delivery invoices are intended for internal use only and are used to push inventory and revenue transactions to QuickBooks. RFP payments are applied to the delivery invoice to offset the customer’s deposits. For a more detailed description of the RFP process, read the Accounting Options portion of the manual.

The right half of the accounting settings are only visible if the RFP / PMT Accounting System has been activated.

  Create Line Item RFP’s – By default, the line items on a Request For Payment will be a summary of the amount being invoiced. (e.g. Deposit due on signing invoice for Sales Order #1732 – Job Name). Checking this box will enable the ability to print line item details on the RFP instead.

  • Creating an RFP Line Item invoice is done using the Total Balance Invoice button (not a percentage progress payment) and you’ll be able to choose between Line Item, Line Item Parts Only, and Line Item labor Only.
  • The resulting Request For Payment still gets pushed to QuickBooks normally (Estimate for those using RFP-A/R and Invoice for companies using RFP-Liability).
  • Note: This is not a recommended option.

  Automatically Push Payments to QB on Sync – Normally, pushing payments to QuickBooks is a manual process where the accounting staff can verify the accuracy of information prior to impacting the financials. This option will cause iPoint to push payments to QB without needing the accounting staff review.

  Automatically Apply Available Credits to Delivery Invoices on Sync – Applying credits to the delivery invoice is a manual process where an accounting staff member will decide what credits to apply. Checking this option will cause iPoint to automatically apply available credits, from the oldest to the most recent.

  Deliver Labor Only Items on Task Complete – A stand-alone labor item is one that is entered directly on a sales order rather than the associated time to install a product. This option will not allow those stand-alone labor lines to be included on delivery invoices without the technicians marking the tasks as completed. This option does not affect the associated install time as defined on the Item Detail Labor Phase.

  Automatically Deliver Expenses – Technicians can add expenses to their work orders, for example, a trip to the hardware store to purchase additional zip ties. By default, these expenses must be reviewed and added to a change order before they can be included on a delivery invoice. This option will automatically mark those expenses as delivered without the need for supervisor review.

  Auto Deliver Added Parts on Delivery Invoices – Much like delivering expenses, parts added to a work order by a technician must be marked as delivered before they can be invoiced. Checking this box assumes that all added parts are pulled off a technician’s van and therefore are available for delivery automatically.

  Auto Invoice Non-Deliverable Items – Some line items on a sales order are labor or charges, items that are not physically delivered to a customer. You can’t hand your customer a “Box-o-Labor!” So, by default, a user will have to manually select non-deliverable items to be included on an invoice. This option will have iPoint automatically add non-deliverable items to the delivery invoice regardless of the completion status of the item(s).

  Hide Sales Tax Line on RFP Invoices – In some jurisdictions, sales tax is charged based on goods and/or services sold. Since the RFP is not a sale, but rather a request for money, you may desire to exclude the sales tax calculation. This checkbox will cause the sales tax line to not be displayed. The total still includes the sales tax amount, but it just isn’t printed on the invoice itself.

  Do Not Add Invoice Memo Text on RFP Creation – by default, iPoint adds a statement to the RFP invoice on the Printed Notes (found on the invoice under the Memo & Signatures button) describing the details of the RFP invoice. Placing a check in this box will inhibit that memo from being added to the invoices. – New in 9.1113

  Default Sales Orders to NOT use RFP – this feature is designed for two scenarios. – New in 10.0708

  • First, if you primarily use line item or summary invoices but sometimes want to use RFP. Check this box and then when proposals are converted to sales orders, they will automatically be marked Do Not Use RFP. Then for the odd Sales Order that you do want to use RFP, you’d manually clear that checkbox in Sales Orders > SO Options > Advanced.
  • Second, if you used one of the RFP options for awhile but decided to go back to Line Item/Summary billing, deactivating RFP breaks things. So you would check this box to cause new Sales Orders to be marked Do Not Use RFP in Sales Orders > SO Options > Advanced.

  Deliver Actual Time on Delivery Invoices – By default, labor time is placed on an invoice as it was sold to the customer. So, for example, if a TV has one hour of install labor included, the delivery invoice will reflect one hour of labor. But if the technician only took 45 minutes to install the TV, we are overstating the labor completed. This checkbox will use the actual time, taken from work order check-in/check-out times. Keep in mind that this method will likely cause the delivery invoice totals to vary from the RFP invoice totals. To make the two invoices balance, a change order will need to be created to document the difference.
This option preempts and hides the Deliver Labor Only Items on Task Complete option above and turns on two additional options:

  Require Time Approval Before Invoicing Time – This option requires someone to approve time entries prior to being included on the delivery invoice. Time can either be approved in Settings > QuickBooks > Time or on the Time Entries > Time Summary report.

  Always Confirm Before Adding Time to Delivery Invoices – This checkbox will cause a confirmation prompt to be displayed prior to adding actual time to delivery invoices. Note: The prompt will not be displayed if using the Create Transaction Invoices For All Delivered button on the sales order list to create multiple delivery invoices in bulk.

Liability Settings button
If you have activated the RFP-Liability accounting method you will see a Liability Settings button. Click this button to reveal additional options to control the push of RFP-Liability invoices to QuickBooks.

  Can’t Push RFP until It’s Paid in Full – Check this box to make sure unpaid RFP-Liability invoices do not get pushed to QuickBooks. Invoices pushed to QuickBooks affect the customer’s Accounts Receivable and also make adjusts to sales tax liability. However, RFP-Liability invoices should NOT affect either one, and they don’t when you push a paid RFP-Liability invoice (It’s in the magic sauce that makes iPoint work.) But pushing unpaid RFP-Liablitiy invoices doesn’t know any better and as a result, can mess up your financials. [ Read More Here ]

  Allow RFPs to be Pushed without being paid in full – Check this box to allow RFP-Liability invoices to get pushed to a unique QuickBooks general ledger account. Once checked, you’ll need to enter the alternate GL account you want to use by selecting the account from the dropdown RFP AR Account menu.

  • Note: This dropdown mirrors the settings in Settings > QuickBooks > Chart of Accounts.
  • Note: This only works if you are using the Desktop version of QuickBooks. QB Online does not support multiple A/R accounts.

Advanced Settings – DO NOT Change without consulting iPoint Support

These advanced settings have a significant impact on how iPoint works and it is critical that you fully understand the ramifications of selecting them. Please consult iPoint prior to engaging.

  Push RFP As Invoice – Standard RFP invoices are pushed as an estimate to QuickBooks, where they have no impact on the financials. This checkbox will cause RFP invoices to push as a standard invoice in QuickBooks, and therefore directly affect the financial statements.

  RFP invoices use Customer Liability Model instead of un-applied credits – Checking this box changes where customer RFP payments are recorded in QuickBooks, moving them to a customer liability account rather than recording them as a negative Accounts Receivable balance directly on the customer’s account.

  Flag RFP Payments as Do not Sync – This checkbox causes all RFP payments to be flagged as “Do Not Sync” and won’t be pushed to QuickBooks. This default setting can be unchecked on an individual payment.

  Delivery Invoice based on Staged + Delivered – Delivery invoices are based on the items that are delivered. This option will also include staged or allocated items on the delivery invoice.

Setting up RFP

Now that you understand all of the various options associated with the Request for Payment process, let’s look at how to setup iPoint to use RFP.

RFP Liability Model

RFP Liability

This method tracks customer payments in a liability account and is the method iPoint recommends as Best Practice.

  1. Go to Settings > Module Settings > Proposals > Accounting and select the following options
    1. RFP / PMT Accounting System – this activates the RFP settings on the right side of the screen.
    2. Push RFP as Invoice
    3. RFP Invoices use Customer Liability Model instead of un-applied credits
  2. Go to the items module and create a new Item
    1. Item Name should be something like RFP
    2. Inventory Type = Other Charge
    3. Taxable = No – clear the tick in the Taxable checkbox
    4. Income Account = Other… – this will open a pop-up window where you can enter the name of your customer deposit account in QuickBooks. This must be typed in exactly as it appears in QuickBooks.
      Choose the Other... Income AccountChoose the Other... Income Account
    5. Click the Push as New button to sync the item to QuickBooks
    6. Note: You may find that iPoint fills in an account prior to the Income Account. You don’t need to worry about that account. It is the default as defined in Settings, but will not affect any transactions pushed to QuickBooks.
  3. Now go to Settings > QuickBooks > Chart of Accounts (tab)
    1. In the third column labeled Link to Items from iPoint Library find the Request for Payment dropdown and select the RFP item created in step 2 above.
  4. Finally, go back to Settings > Module Settings > Proposals > Accounting (tab) and set any other RFP options you need.

RFP A/R Model

RFP Accounts Receivable

This method tracks customer payments as a negative Accounts Receivable balance on the customer’s record in QuickBooks. This method is preferred by members of the Vital Management / Bravas group.

  1. Go to Settings > Module Settings > Proposals > Accounting (tab) and select the RFP / PMT Accounting System.
  2. Open your QuickBooks program and create a new item called PMT
    1. This item must be a Discount item if using QuickBooks desktop, or Non-Inventory if using QuickBooks online.
    2. QuickBooks requires an account – use an “Other Liability” account, although iPoint will not reference that account in transactions.
  3. Go to iPoint > Settings > QuickBooks > Items (tab)
    1. Click the blue Get Items from QuickBooks button – if prompted to get an updated list of items from your QuickBooks file, answer Yes.
    2. Once the sync is complete you will see the QuickBooks Inventory Items Sync screen. Find the PMT item you created in QuickBooks.
    3. Place a check in the Select box next to the PMT item.
    4. Click Import Selected Items From QuickBooks
  4. Verify the import occurred by going to the Items module and finding the PMT item.
  5. Now create a new item in the iPoint item list called RFP.
    1. The inventory type for this item should be “Other Charge”
    2. Enter the revenue account – generally use the standard revenue account used elsewhere
    3. Click the Push as New button to sync to QuickBooks.
  6. Now go to Settings > QuickBooks > Chart of Accounts (tab)
  7. In the third column labeled Link to Items from iPoint Library find the Request for Payment dropdown and select the RFP item created in step 5 above.
  8. In the PMT dropdown select the PMT item imported in step 3 above.
  9. Finally, go back to Settings > Module Settings > Proposals > Accounting (tab) and set any other RFP options you need.
iPoint Version: 10.0708
Last modified: 12 Jul 2021

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