Recreate Invoice After Changing Debtor Data Group

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

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 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

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

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

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.

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