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The Debtor Data Group determines how invoices are generated. If the Debtor Data Group is changed, it will only affect new invoices created. 

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

Warning

The Credit-Rebill process cannot be used to recreate invoices based on the new data group.

Step-by-step guide

PART ONE - Adjust the Timesheet(s)

For each job that has been included in the 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


PART TWO - Create the Credit Note(s)

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

 

Note

  • The Credit Note(s) will be created based on the current Debtor Data Group selected. If the Credit 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


PART THREE - Re-enter the Timesheet(s)

For each timesheet adjusted in Part 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


PART FOUR – Recreate the Invoice(s)

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. - Invoice(s) will be created for the timesheets adjusted in Part Three.


PART FIVE - Adjustment Pay Batch

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

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


Tip

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

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

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