Editing an invoice

You can edit the invoice before it is sent to a customer. Invoice edit lets you change transaction billing amounts at various levels of detail on the invoice. Changes can be made at the contract, invoice summarization, posting activity, posting activity by account category, and transaction detail levels.

You can adjust the invoice by putting transactions on hold. Also, a certain amount of the invoice can be invoiced and a portion can be put on hold. If milestone billing is used, then you cannot hold a partial amount of the milestone billing amount. You also cannot hold a partial amount of a bill in advance amount.

Note: Adjustments to invoice amounts are not reflected on ceilings. Ceilings may be exceeded if invoice amounts are written up.

These procedures represent the available options for invoice edit.


Invoice edit by contract	You can edit the invoice by contract. The contract level is the least detailed level at which you can edit the invoice. Editing at the contract level lets you write up or down the total billing amount. You can also put all or a portion of the billing amount on hold. If the contract that you are viewing is set to pro rate (Contract Parameters BR10.1), then the invoice adjustments that you enter will be prorated. Note: You must put billing amounts on hold before they can be edited.
Invoice edit by summarization	You can edit the invoice by invoice summarization. This level displays the line items that are seen by the customer. If there is a specific line that needs to be adjusted, then it can be changed at the summarization level. You can write up or down a line item amount or put all or a portion of the line item amount on hold. If the contract the line item belongs to is set to pro rate (Contract Parameters BR10.1), then the line adjustment amounts that you enter will be prorated.
Invoice edit by activity	You can edit the invoice by the activity level if you need to make changes to a specific task. You can write up or down an invoice activity amount or put all or a portion of the activity amount on hold. If the contract the invoice activity belongs to is set to pro rate (Contract Parameters BR10.1), then the invoice activity amount adjustments that you enter will be prorated.
Invoice edit by activity and account category	You can edit the invoice by activity and account category. This level summarizes lines by posting activity and account category and allows you to sort at the activity level. It shows greater detail if you need to change the amount of a specific account category within an activity. You can write up or down an account category amount or put all or a portion of the account category amount on hold. If the contract the account category belongs to is set to prorate (Contract Parameters BR10.1), then the adjustments made to the activity and account category will be prorated.
Invoice edit by transaction detail	You can edit the invoice by transaction detail. If there are specific transactions that need to be changed, then they can be edited at the transaction detail level. You can write up or down an invoice transaction detail amount or put all or a portion of the transaction detail amount on hold. If the contract the invoice detail belongs to is set to prorate (Contract Parameters BR10.1), then the adjustments made to the invoice detail will be prorated.

Editing the invoice by contract

Access Invoice Edit Contract (BR20.1).
Use these guidelines to specify the field values:

Company

Specify or select the company for which you are editing the invoice.

Customer

Specify or select the customer associated with the invoice to which you are editing.

Invoice Number

Select the prefix and invoice that you want to edit. The Invoice Prefix or the Credit Memo Prefix value is maintained in the AC Customer (BR11.1). This must be unique by system code and company.

Default Reason Code

Select a default reason code to update the invoice header reason code.

Update Tax

Select whether you want tax to be updated in addition to billing or revenue amounts. The default setting is No.

Note: If this feature is used for invoices with large billing or revenue amounts, then the tax calculations will affect program response time.

Inv Amt

Specify a new invoice amount to write up or down the billing amount. The amount typed in this field will not affect the cost of the invoice detail.

Note: If zero is specified as an amount, then no lines on the invoice will be billed.

Hold/Adj

Specify the amount that you want to place on hold, or the amount of the invoice adjustment. The amount can be all or a portion of the invoice amount.

Reason Code

Specify or select a reason code for the invoice adjustment. Reason codes are defined on Reason Codes (BR08.1). This reason code will override the Default Reason Code for this adjustment.

Note: Reason codes are required if invoice audit is set to yes on Activity Group (AC00.1).