Plan: Not Available: Intermediate, Pro Available: Elite
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Not Available: Xero Practice Manager, APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI
Interim Invoices with the status of "Draft" are held only within FYI, and all details of the invoice can be viewed and edited from the Invoice Drawer.
This article discusses editing Interim Invoices. For more details on viewing and editing all Invoice drafts created in FYI refer to Opening and Editing Invoices.
Access to creating and editing invoices is available to FYI Admins and users assigned to a User Group with the Create Invoice permission enabled. Users will be able to edit all invoices, regardless of Workflow Status.
Invoice Drawer
The Invoice Drawer provides information on whether the Interim Invoice was created from within FYI or imported from Xero. The fields that can be updated for the invoice depend on the source. For example, invoices imported from Xero can only be updated to select a new Client and Job.
To access the Invoice Drawer, navigate to the Invoices list from either the Practice, Clients or Jobs workspace.
Use the Type filter to display Interim Invoices only. When selecting an Invoice from the list, the Invoice Drawer displays on the right-hand side.
The Drawer gives a focused view of all the information, functions, and features that are available for Interim Invoice Type documents.
When changes are made to an Invoice they will be reflected in the Activity section of the Invoice Drawer. Refer to Opening and Editing Invoices.
For invoices imported from Xero Ledger, the Write On/Off field will display "Imported Invoice", similar to below:
Editing Interim Invoices
Created in FYI
For Interim Invoices created in FYI, before approving the invoice, the invoice can be edited to change the date, value, and other details.
Once the Invoice has been approved and synchronised to the Practice Xero Ledger, the invoice can no longer be edited in FYI. A copy of the draft invoice will be displayed in the preview pane. Refer to Previewing an Invoice.
Note: To select a new Job, you will need to delete the Invoice and create a new one with the correct job selected.
To Edit a Draft Interim Invoice:
- Navigate to the Invoices list from either the Practice, Clients or Jobs workspace.
- Click on the Invoice in the list. The Invoice drawer will be displayed.
- Expand the Details section.
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Click Edit.
The Update Invoice drawer will display. Fields that become editable will depend on the Type of Job selected.Standard JobsThe following is an example of the Update Invoice drawer for an invoice created against a Standard Job:
Billing and Workflow JobsThe following is an example of the Update Invoice drawer for an invoice created against a Billing Job only:
- Update the Invoice details as required.
- To reorder the jobs on the invoice, click and drag the icon on the left, and drag the row to the preferred position.
- Click Save.
Synchronised from Xero Ledger
Invoices synchronised from Xero Ledger are created as Interim Invoices in FYI when a matching Client and Job is found in FYI. Once the invoice is approved, a negative time entry will be created in FYI. These negative time entries cannot be deleted.
Synchronising a Xero Invoice to a Job in FYI
To ensure that an invoice created in Xero is created on a Job in FYI, the Job Number must be added to the Xero Reference field of the Invoice created in Xero.
Note: The exact Job Number must be entered. If any additional text is entered, the invoice will not sync to the corresponding Job in FYI.
Updating an Invoice synchronised from Xero Ledger
If the invoice was created without a Job, or the wrong Job is selected, the Interim Invoice can be updated in FYI. Both the invoice and any negative time entries created by the invoice will be reassigned to the newly selected job.
Note: Archived or Cancelled Jobs cannot be updated.
- Navigate to the Invoices list from either the Practice, Clients or Jobs workspace.
- Click on the Invoice in the list. The Invoice drawer will be displayed.
- Expand the Details section.
- Click Edit.
- Update the Client and Job as required.
- Click Save.
An entry will be added to both the Invoice - Activity section and the Time - Activity sections.
Interim Invoice Drawer Details
The following Interim Invoice Details can be edited from the Update Invoice Drawer. Displayed fields will depend on the original Job source of the Invoice.
| Invoice Details | Action |
| Client |
Displays the client selected when the invoice was created. This field cannot be edited. To change the client, the invoice must be deleted and a new invoice created. |
| Job |
Displays the job selected when the invoice was created. This field cannot be edited. To change the job, the invoice must be deleted and a new invoice created. |
| Invoice Date | Update the Invoice Date. |
| Due Date | Update the Due Date. |
| Type |
Displays Interim. This field cannot be edited. To change the type of invoice, delete the interim invoice and create a new invoice. |
| Layout |
Only displayed if the Interim Invoice has been created for Billing or Workflow Jobs. Update the Layout to Summary or Detailed. Summary Detailed |
| Theme |
The Theme determines the invoice template used in the practice's Xero Ledger. Defaulted to the Invoice Theme selected in the Job Template. If your practice has multiple themes, the theme can be changed by selecting an alternative from the drop-down if needed. Note: If no Theme is selected when creating an invoice, the first theme will be used as defined in the Xero Ledger Invoice Settings. |
| Budget |
Displays the total budget of the jobs selected when the invoice was created. This field cannot be edited. |
| Invoice Amount |
Displays the total invoice amount. Interim Invoice for a Standard Job Interim Invoice for Billing or Workflow Jobs |
| Invoice Description |
Update the Invoice Description. Note, if the invoice was created for a Billing or Workflow Job and Detailed was selected as the Invoice Layout, the invoice description refer to Displaying the Add Interim Window to update individual Job descriptions. Click the Full Screen icon to expand the Invoice Description field, and again to reduce the field back to the regular size. |
| Selected Jobs |
Interim Invoice for a Standard Job Interim Invoice for Billing and Workflow Jobs Select additional jobs, where required. When a Job is selected the Amount field will become editable. |
| Amount |
Displayed in the Selected Jobs section, only when creating an Interim Invoice for Billing and Workflow Jobs. Update the Interim amount for the associated jobs. |
| Custom Fields | Update the Custom Field to be displayed on the Invoice. Once a Custom Field has been selected, a new field will be displayed to select the appropriate value for that Custom Field. |