Incorrect Project codes on Invoice

Project Codes created in the Client record are available for selection in the Job Order where required for reporting, and / or invoicing purposes. If the Project codes are incorrect on a invoice and need to be changed a new invoice needs to be created.

Below are the steps required to recreate invoices after changing the Project codes on an Invoice.

Warning

The Credit-Rebill process cannot be used to recreate invoices once the Project codes are changed on the timesheets.

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 'Save and Submit' – Refer to Adjust an Approved Timesheet
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 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 hours and enter the correct Project code and 'Save and Submit'
In Interpreter Review, set the timesheet(s) to Reviewed – Interpreter Timesheet Details tab should show the same entries as the original timesheet with the new Project codes

PART FOUR – Recreate the Invoice(s)

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.

FastTrack Service Desk