eBilling (LEDES)

This section of the release note explains how to set up existing e-billing functionality in evergreen proserv when also using evergreen proserv (project operations)

Set up formats on electronic reporting

• Go to Organization Administration > Workspaces > Electronic reporting > Reporting configurations > Exchange > Load from XML files.

Set ‘Person’ on Users

• Go to Human resources > Workers > Employees
• Create an employee. Add First name, Last name, Address, Contact information (Phone & Email). Save.
• Go to System administration > Users > Select the user > Edit > Person (field) > Select the above created Employee. Save.

Setup Legal entity address, Contact information and Tax information

• Go to Organization administration > Organizations > Legal entities
• Add company address, contact information and Tax registration number.
• Save

Create a customer account in evergreen proserv

• Go to Sales > Customers
• Create a customer account. Setup address, Sales tax group information. Save.

Set up customer address in Finance

In an evergreen:Finance environment:

• Go to PMA > Customers > All customers
• Set the status to Open.
• Ensure the address has Name or description

Create an invoice account in evergreen proserv

• Go to Sales > Customers
• Create an Invoice account. Setup address, Sales tax group information. Save.

In evergreen proserv environment,

• Go to PMA > Customers > All customers
• Set the status to Open.
• Setup Tax exempt number.
• Ensure the address has a name or description
  

• Go to PMA > Customers > All customers > NNebill3 (customer account) > Invoice and delivery
• Setup Invoice account. Select the invoice account created in the above step. Save.

Project contract

• Go to Sales > Project contracts.
• Create a new Project contract. Select the Customer account, Product price list. Save.

• Add contract lines
• Create a new project (As shown in next step) and setup on the contract line.

In evergreen proserv,

• Go to PMA > Projects > Project contracts > Select the above created contract > Click Show default accounting (Action pane) > Billing (Factbox)
• Set fields ‘Use eBilling’ = Yes, ‘Format mapping’ = LN LEDES 98B. Save.
  

Create a project

• Go to Projects > Projects > Create a new project.
• Select Customer account. Save

• Create tasks and assign resource

In evergreen proserv,

• Go to PMA > Projects > All Projects > select the above created project > Show default accounting > Setup (Fact box)
• Setup the financial dimensions – BusinessUnit, Department, CostCentre. Save.
  

Create and post transactions

• Post Time entries, Fee journals, Expense transactions for the above created project and task.
• Go to Sales > Time and Material Billing Backlog. Set the posted transactions as ‘Ready for invoicing’.

Generate and confirm Invoice

• Go to Sales > Project contracts > Select the Project contract.
• Click on ‘Create project invoices’.

• Go to Sales > Invoices > Select the created Invoice.
• Click Confirm.

Import data in evergreen proserv

• Go to PMA > Periodic > Project operations integration > Import from staging table.
• Go to PMA > Journals > Project operations integration journal > Select the created Integration journal.
• Click Post.

Post invoice proposal journal in evergreen proserv

• Go to PMA > Periodic > Project operations integration > Import from staging table.
• PMA > Project invoices > Project invoice proposals > Select the created Invoice proposal.
• Ensure Hour, Fee, Expense journal lines are added to the Invoice proposal.
• Post the journal.

Generate eBill (LEDES) in evergreen proserv

• Project management and accounting > Projects > Project invoices > Project invoices > Select the Invoice journal posted above > Functions (button group) > Generate eBill (LEDES)

Check the status and view the files in evergreen:finance

• Go to Project management and accounting > Projects > Project invoices > eBilling
• Once the execution is completed, a record will be created with Status of the execution.

• Click ‘Show files’ to preview the file content. Click ‘Open’ to download the generated file in the format which is setup on the Project contract.

• If the execution results in error, the field ‘eBilling status’ will be set to ‘Error’.
• Click on ‘Show log’ to view the error message.

Change format on Project contract to generate file in different formats

• Go to PMA > Projects > Project contracts > Select the above created contract > Show default accounting (Action pane) > Billing
• Change the ‘Format mapping’ = LN LEDES 98BI. Save.
• Go to Invoice journal > Functions > Generate ebill (LEDES)
• Go to ebilling form. View the generated file in latest format setup on the Project contract.

Copyright © 2025 sa.global — Powered by