Invoice line edits
An invoice can be edited so that more than the expense amount is billed or only part of an expense transaction is billed. Editing an invoice line is similar to the partially billed transaction that is created when a maximum for a contract, posting project, or invoice is reached. Optionally, the biller can assign a reason code and action comment to the adjustment. Only standard line types and pass through line types can be edited. Milestone, fee, retainer, retention, and allowance line types cannot be edited.
Remainder options
This list shows the options for the remainder if the invoice line amount is edited to be less than the original expense:
- Write off the remainder. The remainder is not available to invoice later.
- Defer the remainder and create a partially billed transaction for the remainder amount. The remaining amount can be invoiced later. A partially billed transaction is available only when the amount to be billed is reduced.
Results of changes to invoice amounts
If the invoice amount is increased or is reduced and the remainder is written off, then these results occur:
- Revenue is adjusted when the invoice line is journalized.
- A journal entry for the revenue adjustment is defined on the project funding source with an event code of Adjusting Revenue (AR). If the finance structure for the revenue adjustment is not defined, then the revenue finance structure is used.
- The revenue adjustment offset is available in unbilled and earned or billed and unearned entry.
If the invoice amount is reduced and the remainder is deferred, then these results occur:
- A journal entry is not created for the deferred amount.
- The partially billed amount is debited to the accounts receivable account.
- The partially billed amount is credited to the unbilled and earned account or the billed and unearned account.
Additional edit options and results
For a write-up or write-down, the billable amount, billable rate, billable hours, or exempt from tax can be adjusted. In these circumstances, fee, retention, and allowance lines are automatically recalculated when these are edited:
- Billable amount for all transaction-based billing methods.
- Billable units and billable rate for units-based billing methods, including time and materials and rate table.
- Tax exempt status on taxable lines.
When the billable rate, billable units, and billable amount fields are adjusted, the billable amount is calculated. This table shows the amount that is adjusted and how it is calculated:
| Adjusted amount | Billable amount calculation |
|---|---|
| All Billable Amounts | Recalculated using Billable Rate x Billable Units |
| Two Billable Amounts | The third amount is calculated using the two adjusted amounts |
| Billable Rate | Recalculated using Billable Rate x Billable Units |
| Billable Units | Recalculated using Billable Rate x Billable Units |
| Billable Amount | The billable rate is recalculated and billable units is the original value |