Invoice Register Report

Bullhorn Support is able to assist with navigating sample reports, but they are unable to build customizations on reports for you. If you need customizations, you will need a Business Intelligence specialist who is familiar with writing database queries.

The Invoice Register provides a list of invoices by client that are in the process of billing or were billed for a specific date range. This report includes:

A snapshot of the agency's revenue for a specific period.
A register of all finalized invoices if Finalized status criteria is selected.
A listing of unapproved invoices if statuses New and/or Hold is selected.

The following fields are available on this report

Data item in report	Definition
Client Name	The client's name
Bill-to Client Name	The name of the client who receives the invoices
Bill-to Client ID	The client's internal system ID that receives the invoices
Invoice Statement ID	Internal system ID auto-assigned when the invoice is created
Invoice Statement Number	Reference ID given to the client and Accounts Receivable; value is auto-assigned when invoice is finalized
Billing Profile	Billing profile linked to the invoice to determine invoicing and remittance information such as Invoice Terms, Billing Contact, and Location
Invoice Date	Date assigned when invoice is finalized; date is used in the calculation for payment terms
Invoice Type	Invoice origination point: Original, From Credit, From Rebill, From Adjustment
Status	Invoice stage: New, Ready, Hold, Finalized
Origin	Invoice creation method: System Generated, Manual
Currency	Invoice monetary exchange
Invoice Subtotal	Pre-tax amount to bill
Sales Tax Amount	The total amount of sales tax to bill
Discount Amount	Fixed value to reduce the amount to bill
Surcharge Amount	Fixed value charged to bill
Invoice Amount	Amount of all invoice lines before discounts, surcharges, taxes
Fixed Discount	Discount amount as a fixed value
Percent Discount	Discount amount calculated by a percent
Fixed Surcharge	Surcharge amount as a fixed value
Percent Surcharge	Surcharge amount calculated by a percent
Pre-tax Amount	Invoice amount less discounts and surcharges
Fixed Tax	Tax amount as a fixed value
Percent Tax	Tax amount calculated by a percent
Net Invoice Amount	Invoice amount less discounts and surcharges plus taxes
PO Number	Purchase Order assigned to the placement
Billing Period End Date	Period End Date associated with the invoice
Billing Specialist Name	The internal admin or user who handles the invoice
Billing Contact Name	The person responsible for processing/paying invoices
Delivery Method	Invoice distribution method: Email, Print, Do not Print

Use Cases

Billing Specialists can use this report for the following:

See any billable charges that haven’t been invoiced so you can focus on the clients you're responsible for.
See a total of all invoices by client or by status.

Use this report instead of the Invoices list screen. The list view doesn’t give you a total of everything that you’ve finalized, but this report provides these details in an exportable format.

See Sample Invoice Register Report to view an example of this report in action.

Running the Report

If you only select a date filter criteria with all statuses, this could potentially display a large volume of data. Best practice is to include additional criteria in cases where the status is ALL.

From your Bullhorn ATS Menu, select Canvas.
Select Run beside the Invoice Register Report.
Fill out the following parameters:
- Invoice Date Range: Select a date range to run the report for. This field is required.
- Invoice Statement Distribution Batch ID (Optional): Narrow your search by selecting Distribution Batch IDs. Use the Next button to filter through all the IDs.
- Invoice Status (Optional: Use the check boxes to choose which Invoice Statuses you want to include in the report.
- Client Corporation (Optional): Use the built in Search functionality and the Insert and Remove buttons to control which Client Corporations are included in the report.
- Billing Specialist (Optional): Select one or multiple Billing Specialists to include in the report.
- Bill-to Client (Optional): Use the built in Search functionality and the Insert and Remove buttons to control which Bill-to Clients are included in the report.
Click Finish.

Exporting to Excel

Depending on the amount of data, it may be easier to view the report via Excel. Follow these steps to export your report to Excel:

From the HTML drop down button in the top right corner, click View in Excel Options > View in Excel 2007 Format.

The Excel format you choose can be based on personal preference. We recommend using View in Excel 2007 Format to maintain the same format that you see in Bullhorn Reporting (Canvas) and/or if you plan to use standard Excel functions (pivot, sort, etc).
The request will process and a pop up stating "Your report is ready and will download to your Web browser in a few moments" will appear.
When prompted, Save the report to your computer.

Once the report is exported to Excel, you can utilize standard Excel functions to filter, sort and pivot the data.