Editing an Invoice

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The document side of an invoice: number, currency, dates, payment method and tax basis, corrected from one form.

Reaching the Screen

Edit Invoice is a tab of the invoice record, so it opens with the invoice: {admin}/invoices/detail?id={invoice}&tab=edit-invoice.

The tab appears in every status. The status only changes how far a save reaches.

What Is on the Screen

One form in blocks. Nothing here changes the status or edits a line; those live on the Summary tab. Only a currency change reaches the lines.

Invoice The document's number and currency.
Official Status Whether the invoice counts as an official document, and the file that proves it. Only while Invoice Formalization is on.
Dates When the invoice was issued and when it falls due, each with its own time box.
Settlement When it was paid and when it was refunded. Records, not a way to change status.
Taxation How line prices are read, and the rate the document is taxed at.

The payment method sits between Settlement and Taxation. The form ends with one Save Changes button, inactive until you edit something.

Official status

The attached file is kept on the invoice and opened by staff here, never on the client's page.

Fields

Invoice

Invoice No Optional, shown exactly as typed. Left empty, the invoice appears by its record number, as #12. A number already in use is refused and nothing is saved.
Currency Required, filled from the invoice. Changing it converts the document rather than relabelling it.

Official status

Official Status Offered while Invoice Formalization is on, set as the invoice was issued. Official opens the upload box: PDF, JPG or PNG up to 20 MB. An attached file shows as a single row instead of the box: file name, size and the Open, Change and Remove buttons on the right. Not Official leaves an ordinary record. Tax-Free marks the invoice exempt, so rebuilt totals carry no tax. With the setting off, a save writes the invoice back as taxable and not official. Remove deletes an attached file on save and History records it; removing and attaching in one save keeps only the removal, so attach the replacement separately.

Dates

Invoice Date Filled from the invoice. An empty time box means 00:00. Clearing the date box changes nothing.
Due Date Filled from the invoice. An empty time box means 23:59, so the due date lands at the end of its day. The Overdue chip below follows what you type.
Paid Date Empty until the invoice is settled, then written by the system. A date typed here does not mark it paid.
Refund Date Empty until the invoice is refunded. It records a refund, it does not make one.

Payment method and taxation

Payment Method Defaults to the method the invoice carries, or None. It names the gateway the invoice is settled through; changes reach History.
Tax Method Set as the invoice was issued. Tax Included reads a line price as already carrying tax, so a figure typed on the Summary tab is stored net. Tax Excluded adds tax on top of what you type. Switching changes how lines are shown, not the stored amounts.
Tax Rate Set as the invoice was issued, between 0 and 100; anything outside is pulled to the nearest end. It applies to every line without its own rate, and on an unpaid invoice reaches the totals.

Tasks

Move the due date

  1. Set the date box under Due Date in the Dates block. Leave the time box empty to land on 23:59.
  2. Click Save Changes.
  3. The page returns with the new date and the Overdue chip in step. The change reaches History.

Renumber the invoice

  1. Type the new number into Invoice No, then click Save Changes.
  2. A number another invoice already uses is refused, and nothing is written.
  3. The heading and every list naming this invoice pick up the new number. Emptying the field sends it back to #12.

Mark the invoice as official

  1. Choose Official under Official Status; the upload box opens.
  2. Attach the official document, then click Save Changes.
  3. The invoice is marked official, the client is notified, and History records who did it. The notification carries the invoice PDF the system builds, not your document.

Change the currency

  1. Pick the new currency in the Invoice block, then click Save Changes.
  2. Line prices, discount shares and any installment surcharge convert at the current rate, and the totals are rebuilt.
  3. Payments already recorded keep their original figures, so check the balance on the Summary tab.

Things to Watch

A currency change rewrites the amounts

Line prices, discount shares and the installment surcharge are recalculated at that moment's rate; recorded payments are left alone. After a part payment, the collected amount and the total sit in different currencies. Converting back rarely lands on the original figures.

A paid invoice stops following this tab

Once paid, the lines are locked and the totals are no longer rebuilt. Raising the Tax Rate then changes the rate the document states, not the amount charged. Only a currency or Tax Method change forces a rebuild.

Going official notifies the client

The notification leaves the first time the invoice moves to Official, and only with a document attached: Official with no file marks the invoice quietly. Switching back does not recall it.

Required Privileges

This tab opens with the invoice record, for INVOICES_LOOK or INVOICES_OPERATION. Saving needs INVOICES_OPERATION: the form still appears and fills, and the save is refused.

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