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The Debtor Data Group determines how invoices are generated. If If the Debtor Data Group is set to Debtor, a single invoice is generated consolidating all items for that Debtor. If separate invoices are required to be generated for each Job, Order by Contact, Purchase Order, Job Family or Project Code, the Debtor Data Group can be changed but this changed, it will only affect new invoices created. If you need to split a single invoice already created into multiple based on the new

Debtor Data Group, the Below are the steps required to recreate invoices after changing the Debtor Data Group.

Warning
The Credit-Rebill process cannot be used

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to recreate invoices based on the new data group.

Step-by-step guide

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PART ONE - Adjust the

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Timesheet(s)

For each job that has been included in the single original invoice:

In Time & Attendance, go to the Historical tab
Adjust the timesheet, delete all entries so the timesheet is blank and Submit – Refer to How to Adjust an Approved Timesheet
Go to the Submitted tab, Approve the adjusted timesheet(s)
In Interpreter Review, set the timesheet(s) to Reviewed – Interpreter Timesheet Details tab should show negative entries

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PART TWO - Create the Credit Note(s)

Go Go to Billing > Create Invoice Batch
Create an Invoice batch. A Credit Note will be created for the timesheets timesheet(s) adjusted in Step 1Part One

Note

title	Note

The Credit Note(s) will be created based on the current Debtor Data Group selected. If the Debtor Data Group has been changed and you want a single Credit Note for all timesheets adjusted, you will need to change it back to Debtor, then change it again after the Credit Note is createdCredit Note(s) are to be created based on the same data group as the original invoice, make sure the data group hasn’t been changed.
If there are any other reviewed timesheets for this Client that haven’t been invoiced, these will be included in the invoice batch

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PART THREE - Re-enter

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the Timesheet(s)

For each timesheet adjusted in Step 1Part One:

In Time & Attendance, go to the Historical tab
Adjust the timesheet(s) again, re-enter the original details and Submit – You can select either the original or adjusted timesheet
Go to the Submitted tab, Approve the adjusted timesheet(s)
In Interpreter Review, set the timesheet(s) to Reviewed – Interpreter Timesheet Details tab should show the same entries as the original timesheet

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PART FOUR – Recreate the Invoice(s)

Warning
Before doing this step, in the Debtor record, check the Debtor Data Group selected is correct.

Go to Billing > Create Invoice Batch
Create an Invoice batch. A separate - Invoice(s) will be created for the timesheets adjusted in Step 3 based on the Debtor Data Group selected.

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Part Three.

PART FIVE - Adjustment Pay Batch

Create an adjustment pay batch to include the timesheets timesheet(s) adjusted in Step 1 Part One & 3Three.

Where no changes have been made to the original hours, this will create a nil batch will be created so this is optional step.

Tip

title	Tip

This process can be used if the wrong client has been invoiced for a job.

Step 1Part One: only Only adjust the timesheet(s) for the job that has been linked to the wrong Client
Step 2Part Two: no No need to do this step
Step 3Part Three: create Create a job linked to for the correct Client. Enter the original hours on in the timesheet(s) for this the new job
Step 4Part Four: A Credit Note will be created for the wrong Client and an Invoice for the correct Client

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