ANS-1670 · PROJECT MANAGEMENT
How to Group NetSuite Invoices by Project Task for Charge-Based Billing
A custom NetSuite solution enables grouping charges and generating one invoice per project task, overcoming native system limitations for charge-based billing.
Short answer
To group NetSuite invoices by Project Task for charge-based billing, create a custom Project Task field on the Charge record. Populate this field from the Time Entry's 'casetaskevent' via a workflow. This custom field enables accurate invoice grouping, resolving the native system's limitation where Project Task is absent on charges from time entries.
Scenario
Organizations utilizing charge-based billing (specifically time-based charges) often require the ability to generate a single invoice per project task, consolidating all associated charges. A common challenge arises because the native grouping by Project Task, found under Setup > Accounting > Invoicing Preferences > Charges (Project Task), does not function as expected. This issue stems from the absence of a native Project Task field on charges that are generated directly from Time Entries.
Solution
The resolution involves creating a custom grouping mechanism for charges:
Create a custom field for Project Task on the Charge record. This field should be configured to source the Project Task from the Time Entry via a Workflow.
Develop a Workflow that runs on the Charge record. Within this workflow, use the internal ID of the time record to fetch and store the value of 'casetaskevent' (which often references the Project Task). Workflow fields can be utilized for this purpose. Assign this fetched value to the custom Project Task field created in the previous step.
The newly created custom field will then be used for grouping invoices, replacing the native Project Task field.
Note: This solution will not automatically apply to existing charges. Therefore, the custom field on all such existing charges needs to be updated manually or via Mass Update.
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