The Process & Best Practices
Now that you have decided how you want things to be done, we can take a look at how and when to create RFPs, Apply Payments, Delivery Invoices and sync them to QB.
Ways to create RFPs & Apply Payments
The first thing you need is to request money from your client. This is called an RFP (request for payment) 
- Within each Sales Order (SO), you navigate to the Billing tab>the payment schedule you’ve created is available in the upperright-hand quadrant of the page> click the green Invoice button next to the line that you want to create an RFP for>then confirm you’d like to create the RFP.
- Send this to your client and await payment.
- When the Payment is received, you’ll enter that directly onto the RFP.
If you are using RFP-L – RFPs are typically sync’d to QB when they are paid in full. If you do not wait until it is PIF, you run the risk of overstating your AR. See this link for details
Ways to sync RFPs
There are two ways to sync RFPs to QB
In Bulk
- From the Accounting module>Invoices>Options>filter out those that need to be sync’d to QB>filter those that are only RFP>and ensure they are Paid In Full> then push Sync All Invoices
Individually
- From the Accounting module>Invoices>click into an invoice> QB > Push Invoice
Delivery Invoices
The second part of the Deferred Revenue process is to create delivery invoices. The member of your team that is responsible for ensuring that items are properly delivered on SOs should be reviewing their SOs for accuracy daily, weekly, or monthly (whichever is appropriate for your company) to ensure that when these delivery invoices are created, they are accurate.
How do you identify those that need to be delivery invoiced? The fastest way to do this is in the Sales Order module. Go to Options>clear all other filters and apply to Show those that Need Delivery Invoiced. You will now see a green or red dollar sign on the right side of the line. This indicates that they need to be delivery invoiced.
Ways to create delivery invoices
There are multiple ways to create delivery invoices
In Bulk
- From the Sales Order module>Options>Create Delivery Invoices for All Delivered Items – this will tell iPoint to run through and create all of those Delivery Invoices for you. **Note, unless you have the system set up to auto add non-deliverable items, this functionality does not prompt or add them
Within Each SO independently
- Billing Tab>Billing Options>All Delivered Invoice – iPoint will review the SO to capture all items that were delivered and create a delivery invoice for those items. **Keep in mind that those non-deliverables may be in play and might be automatically added or you may be prompted
- Billing Tab>Final Delivery Invoice – This functionality will scan the SO to check for any discrepancies – if any are found, you will be presented with options to resolve them
- Billing Tab>Line Item Invoice>You can opt to hand select which non-deliverable line items (in full) you will add to the delivery invoice – meaning you can add non-deliverables in addition to what iPoint will automatically grab that are delivered https://ipointsolutions.net/manual/1/en/topic/so-billing-rfp-liability
Ways to apply RFP Credits to delivery invoices
There are multiple ways to apply RFP credits to delivery invoices
In Bulk
- From the Accounting module>Delivery Invoices>Options>filter out those that need to be sync’d to QB>Sync All Invoices – this will sync all invoices that are new and have changes. Doing this will auto apply any available RFP credits
Within Each Delivery Invoice independently
- Access a Delivery invoice from the Accounting Module, CRM, or Sales Order Billing Tab > New Payment/Credit >RFP Credits>Apply
- From the QuickBooks pop-over, click Process Delivery Invoice
- This applies credits and syncs to QB
Ways to sync delivery invoices
There are several ways to sync delivery invoices
In Bulk
- From the Accounting module>Delivery Invoices>Options>filter out those that need to be sync’d to QB>Sync All Invoices – this will sync all invoices that are new and have changes. Doing this will auto apply any available RFP credits (If the setting is checked: Settings>Module Settings>Accounting>Automatically Apply Available Credits to Delivery Invoices on Bulk Sync).
Individually
- From the Accounting module>Delivery Invoices>click into an invoice> QB > Push Delivery Invoice.
- From the QuickBooks pop-over, click Process Delivery Invoice
Final Change Orders
Final Change Orders to True up (when to do it, should you do it, how do you do based on your recognizing labor selection)?
There may be a need for you to “true up” a sales order at the end to be sure that your profitability is correctly displayed in iPoint. There may be parts that were not used that you will not be providing credit to your client for. There may be an overage of labor used compared to what was sold. Think about if you’re basing and paying commission based on margin! This is an important step!
Parts Added or Removed that you are not crediting or charging your client for
(iPoint Recommended) You will add all items to a CO – making sure the price to the client is zero
- You may need a Parts Adjustment item or Labor Adjustment item to get the price to zero
- Add Added Parts directly to Delivery Invoice
- Add Expenses Directly to Delivery Invoices
Labor – Not Crediting Anything back to your Client
Overage – You sold 100 hours, but it took the team 120 (labor could have been attached to an item or an independent line item)
- Create CO
- Generate the Labor Sold vs. Used Report (from the SO, Reports tab)
- Add Labor Phase and Hours to account for overage
- Zero out price to client
- Mark CO as Internal and Approve
- If you’ve delivered actual labor, you will need to add an adjustment to account for this in the last Delivery Invoice
- **If you deliver Labor upon task completion, you will need to create a task and mark the task complete in order to deliver this labor
You used less hours than you sold! You sold 100 hours, but only needed 90
- Create CO
- Generate the Labor vs. Sold Report (from the SO, Reports tab)
- For each Labor Phase that has a difference you will add it as a line item to the CO
- Add and remove hours as appropriate (qty is 1, hours are adjusted by a positive or negative hour value)
- Zero out the Price on each line item since it won’t impact your customer
- Mark the CO as Internal and Approve
- If you’ve delivered actual labor, you will need to add an adjustment to account for this in the last Delivery Invoice
Final Delivery Invoice
When you’re all finished with all aspects of your SO and ready for a FINAL delivery invoice
- Click on Billing>Billing Options>Final All Delivered Invoice. This functionality will scan the SO to check for any discrepancies – if any are found, you will be presented with options to resolve them
Archive SO, Project, and WOs
At the end of a Sales Order, you want to be sure that all is in order so that it can be Archived/Closed
Product>Product Manager
Are all products accounted for?
- Delivered
- Removed, added to CO
Change Orders
Are all COs finalized?
- Added & Removed Parts
- All parts added and removed are on a CO
- All COs are approved/committed or marked declined
Billing
Is billing complete?
- All RFP and CO monies have been requested and paid
- All Delivery Invoices have been created and RFP credits have been applied
- All RFPs and Invoices have been sync’d to QB
Archive SO
Ensure your SO Status, Product Manager Status and Billing Status are in line with what is expected in Settings>Pop Up Lists (the three lists respectively). If the statuses or anything else is not what iPoint expects, you’ll receive a pop up that shows you what needs to be done in order to archive the SO. iPoint will then prompt and confirm that you’d like to archive all related projects and WOs = click yes!