QRG Creating Re-Invoices

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Purpose

The purpose of this quick reference guide is to step through the process of creating Re-Invoices from a Credit Note. The intended audience for this document is System Administrators / Standard Payroll Users.

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Steps

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Create Re-Invoices

To create a Re-Invoice, follow the steps below:

1. Click on the App Launcher icon (see Figure 1).

2. Go to the Invoices object by using the Search function (see Figure 2).

3. From the displayed List View, if required, click on the down arrow and select a relevant List View (see Figure 3).

4. Open the required Credit Note record (see Figure 4).

5. Within the Credit Note record, click on the Re-Invoice button (see Figure 5).

6. Populate the Invoice Date for the new Invoice as required (see Figure 6).

7. The full list of Pay Transactions within the Credit Note will be duplicated on the Re-invoice without the “-” before the Quantity. Users can change the Pay Code, the Quantity, and the Invoice Rate on each of the new Pay Transactions listed as required for the Re-Invoice.
8. Users can also remove a Pay Transaction by selecting the required individual checkboxes and then selecting the Remove Selected Transactions button (see Figure 7). This will remove the Pay Transaction from the Re-invoice page ONLY and won’t delete it permanently.

9. When all required changes have been actioned and you want to create the new Invoice, click on the Create New Transactions and Invoice button (see Figure 8).

10. You will see a progress bar as shown in the screenshot below (see Figure 9).

11. You will then see a notification saying ‘Success! Re-Invoice process completed successfully.’ (see Figure 10).

12. Click on the Invoice link to open the new Re-Invoice record (see Figure 11).

13. A new Invoice record has been created as a record type of Payroll Items or Invoiceable Fees depending on the Original Invoice and the Credit Note Record Types (see Figure 12).

1. To modify an existing Invoices record, open the required record and select the Edit button available on the top right side of the page. You can also double-click in any of the fields that need editing or just click on the pencil icon that appears within fields when you move your cursor over the field.
2. When complete, click on the Save button.
3. To create the Invoice PDF select the Create Invoice PDF button, or alternatively, Users can wait for the scheduled job to run, which will then attach the PDF to the Files of the Re-Invoice. If the PDF is displayed there, Users can open the PDF or select the View button (see Figure 13).

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Delete Re-Invoices

In some circumstances, the need to delete an Invoice is required, but this is only possible if the following criteria is met:

1. The Invoice has not been sent to the Client; and
2. The Invoice field “Invoice Payments Total” remains blank; and
3. The Invoice has not been reflected in the GL Accounting Invoices.

If the above are all true, then the Invoice can be deleted by:

1. Users selecting the Delete Invoice and Invoice Items button on the individual Invoice (see Figure 14).

OR

2. Users selecting suitable Re-Invoices to be deleted from a List View and then clicking the Delete Invoices button (see Figure 14).

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Field Descriptions

No field descriptions are required for this QRG document.

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Further Information