About the Project Contract Invoicing Assistant

This topic provides an overview of the Project Contract Invoicing Assistant, and explains how it helps project billing specialists review and process project contract invoices through a guided conversational experience.

What this Assistant Supports

The assistant supports these tasks:

• Display invoices by business unit, customer, contract number, and status.
• Refine invoice search results by providing additional filter values.
• Submit draft standard invoices for approval.
• Support invoice processing through approval and release when the invoice and setup allow it.
• Prompt for required information, such as contract number, invoice number, or Receivables number, when it isn’t provided.
• Create cancel credit invoices for original standard invoices.

What this Assistant Doesn't Support

This assistant doesn't support these tasks:

• Generating invoices for contracts.
• Creating concession invoices.
• Creating write-off invoices.
• Displaying invoice lines and invoice distributions for a specific invoice.
• Releasing credit memos or credit invoices.
• Supporting partial values when searching by business unit, customer, contract number, or status.

How the Assistant Identifies Invoices

For invoice processing actions, users must provide the exact contract number and invoice number. For invoice review, users can ask for invoices by business unit, customer, contract number, and status, and then refine the results further.

Note: The assistant follows the same invoice approval, release, and cancellation rules that apply in the application. If an invoice can’t be processed because of setup, missing information, status restrictions, or sequencing rules, the assistant explains why the action wasn’t successful.

Worked Examples

Scenario 1: Review invoices and narrow the results

A project billing specialist wants to review invoices for a customer, but first needs to narrow the results to a specific contract.

Here's a sample conversation that the project billing specialist can have with the assistant:

• User:Show invoices for Business Unit Vision Operations.
• Assistant: I found invoices for Business Unit Vision Operations. You can narrow the results by customer, contract number, or invoice status.
• User: Display invoices for Customer ABC Consulting.
• Assistant: I found invoices for customer ABC Consulting. You can narrow the results further by contract number or status.
• User: Show invoices for Contract 100245 and Status Draft.
• Assistant: Here are the draft invoices for contract 100245.

This example shows how the assistant supports invoice review through a progressive refinement flow.

Scenario 2: Submit and release a draft standard invoice

A project billing specialist has reviewed a draft standard invoice and wants to move it forward through approval and release.

Here's a sample conversation that the project billing specialist can have with the assistant:

• User:Submit invoice 1045 for contract 100245 for approval.
• Assistant: I submitted invoice 1045 for contract 100245 for approval.
• User: Approve invoice 1045 for contract 100245.
• Assistant: Invoice 1045 is approved. Would you like to release it?
• User: Yes.
• Assistant: Please provide the Receivables number to use for release.
• User: Use Receivables number 6156.
• Assistant: Invoice 1045 was released successfully. The Receivables number is 6156.

This example shows the guided processing flow from submission through release, including the prompt for additional required information.

Scenario 3: Cancel an original standard invoice

A project billing specialist finds that an accepted standard invoice must be canceled.

Here's a sample conversation that the project billing specialist can have with the assistant:

• User:Cancel invoice 2078 for contract 100245.
• Assistant:Cancel credit invoice 3120 was created for original standard invoice 2078.

This example shows how the assistant performs the Cancel Invoice crediting action for a supported original standard invoice.