You can make corrections, adjustments, or refunds against an invoice or an accepted invoice run. This can be done for individual invoices without affecting other invoices within the same run.
⚠️Important: You'll need the Invoice Crediting module and function enabled to access this. Please contact support so they can enable this.
Credit an invoice
To Credit an invoice, follow these simple steps.
Click Finance, then click Invoice.
Click Management, then select the relevant invoice run.
Select the relevant invoice period.
Select the relevant invoice, then select the Credits tab.
Click the green button, then click Credit to credit out the incorrect invoice.
The system generates a credit for the incorrect invoice. You can now amend several aspects of the visit and the invoice in the usual manner.
Make amendments
You can amend the following items:
Funders (bill payer).
Visit actual start and end times.
Visit expenses (add or remove).
Visit charge rates.
Ad hoc invoices against the client record's funder.
Update an invoice
After making your amendments, you'll need to update the invoice to reflect the new values by following these simple steps.
Click Finance, then click Invoice.
Click Management.
Select the invoice run from the invoice run dropdown menu.
Select the amended invoice period.
Click Update? in the Generation Status column.
The invoice is now reproduced to reflect the corrected values whilst leaving all other invoices untouched.
Additional information
Credit numbers and version tracking
When crediting an invoice, a revision number is added to the Invoice Number to track all versions. For example, if the original invoice number is 100, the credit number is 100.1, and the pending invoice is 100.2. This maintains an audit for the original invoice value.
Printing and audit mode
Within the Credits tab:
You can print individual invoices by clicking the printer icon.
When the Unaccept? status has been selected, you'll remove the credit if it has been added in error.
You can check the Audit Mode checkbox to view all changes that have occurred for that invoice, including Update Type and Update User information.
Important restrictions
You can only credit an accepted invoice run.
If the Payroll run has been accepted, you cannot change payroll-related information, such as pay rates.
If a fixed or Ad hoc invoice record included on the original invoice is subsequently deleted as part of the amendments, you cannot unaccept the credit. This ensures that historical invoice data is retained for reporting purposes.
Invoice run generation
Once all adjustments and amendments have been made, the invoice run in the invoice management screen shows the generation status as Update?.
Clicking Update? Updates the invoice run with the changes.
Once the invoice run has finished updating, the Invoice run status changes to Accept? as it would when generating a new invoice run.
If you try to generate an invoice run and the previous invoice run Generation Status is Update? or Accept?, the generation fails. All previous invoice periods must be updated and accepted before more invoice periods can be generated for the most recent invoice run.