Using the Invoice Log

The Billing module includes an Invoice Log feature that records certain events pertaining to the delivery of invoices/credit notes to debtors. An entry is written to the Invoice Log whenever a user performs any of the following actions:

prints an invoice/credit note
previews an invoice/credit note
emails an invoice/credit note
sets the Delivered flag for an invoice/credit note manually.

The Invoice Log can be used as a means to help identify and fix problems with delivery of invoices/credit notes. For example, if a debtor claims to have not received an invoice that was due to be paid, you can refer to the Invoice Log to check the following:

if the invoice was printed, emailed or sent to the debtor by some other method
which staff member was responsible for delivering the invoice
date and time the invoice was flagged as Delivered by the system.

If the Invoice Log shows that a staff member emailed the invoice to the debtor, and thereby flagged the invoice as Delivered, it may be the case that a network problem may have prevented the email from being physically received by the debtor, or the email address of the debtor may be incorrect. Steps can then be taken to fix the problem and the invoice can be resent to the debtor.

Invoice Log entries can be viewed in the Invoice Log screen. If you have security permission to distribute invoices to debtors, you can access the Invoice Log screen by navigating to Billing > Invoice Log.

The Invoice Log screen consists of the following sections:

a search section that allows you to specify search criteria identifying the invoice(s) for which you want to be Invoice Log entries
a results list that lists log entries matching the search criteria you specify in the search section of the screen.

Click here to see descriptions of the search fields that are available on the Invoice Log screen.

Country
Billing country that issued the invoices/credit notes. This defaults to the country to which you are assigned. You can select another billing country from the list of options if necessary.

Billing Company
Billing company that issued the invoices/credit notes.

To view log entries for invoices/credit notes issued by a specific billing company only, select the relevant billing company in this field.
The list of billing companies available for selection in this field is filtered according to the country selected in the Country field. For example, only those billing companies that belong to the country of Sweden will be listed in this field if Sweden is selected in the Country field.

Invoice/Credit Note No. From
Lowest invoice/credit note number in a range of invoices/credit notes.

Invoice/Credit Note No. To
Highest invoice/credit note number in a range of invoices/credit notes. If an invoice/credit note number is specified in the Invoice/Credit Note No. From field, the invoice/credit note number you specify in this field must be a higher invoice/credit note number.

Invoice Batch No. From
Lowest invoice batch number in a range of invoice batches within which the invoices/credit notes were created. Note that this field applies to timesheet-based invoices/credit notes created via the invoice batch process only.

Invoice Batch No. To
Highest invoice batch number in a range of invoice batches within which the invoices/credit notes were created. If an invoice batch number is specified in the Invoice Batch No. From field, the invoice batch number you specify in this field must be a higher batch number.

Note that this field applies to timesheet-based invoices/credit notes created via the invoice batch process only.

Debtor Code
Unique, system-generated code identifying the debtor to whom the invoices/credit notes were issued.

Debtor Name
Name of the debtor to whom the invoices/credit notes were issued.
You can used leading and trailing wildcards (%) for partial matching of the debtor name. For example, %Logistics will match debtor names such as Nationwide Logistics while Logistics% will match debtor names such as Logistics International.

Invoice/Credit Note Type
Type of document for which log entries are to be listed. This can be one of the following:

Any – will list log entries regardless of whether they pertain to an invoice or credit note. This option is selected by default.

Invoice – will list log entries for invoices but not credit notes.

Credit Note – will list log entries for credit notes but not invoices.

Username
Username of the agency or client contact user who invoked the action that affected a credit note/invoice and resulted in the log entry being recorded in the Invoice Log.
You can use leading and trailing wildcards for partial matching of the username. For example, %Smith will match usernames such as MSmith while S% will match usernames such as SSmith.

Delivery Status
Delivery status of the invoices/credit notes. This field lists the following options:

Any - log entries will be listed for invoices/credit notes irrespective of whether they have been flagged as delivered. This option is selected by default.

Yes - log entries will be listed only for those invoices/credit notes that have been flagged as delivered.

No - log entries will be listed only for those invoices/credit notes that are yet to be flagged as delivered.

Delivery Method
Method used to deliver the invoice to the debtor. This refers to the actual delivery method used, not the debtor's preferred delivery method. The following options are available:

Any – log entries will be listed for invoices/credit notes regardless of the method used to deliver the invoice/credit note. This is the default option.

Print – log entries will be listed only for those invoices/credit notes that were delivered in print.
Email – log entries will be listed only for those invoices/credit notes that were delivered by email.

No Send – log entries will be listed only for those invoices/credit notes that were delivered via a medium other than print, email or EDI.

EDI – log entries will be listed only for those invoices/credit notes that were delivered via electronic data interchange.

This field is available only if the Delivery Status field is set to Yes.

Delivered Date From

Earliest date on which the invoice/credit notes were delivered. This field is available only if the Delivery Status field is set to Yes.

Delivered Time From

Earliest time of day at which the invoices/credit notes were delivered. This field is available only if the Delivery Status field is set to Yes.

Delivered Date To

Latest date on which the invoice/credit notes were delivered. This field is available only if the Delivery Status field is set to Yes.

Delivered Time To

Latest time of day at which the invoices/credit notes were delivered. This field is available only if the Delivery Status field is set to Yes.