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The Update Invoice step allows a practice to update Draft or Unfiled invoices as part of an Automation Process.
The step can be used to file an Unfiled invoice, change an Unfiled Interim invoice to a Disbursement invoice, assign an invoice to a Job, update the Invoice Date or Custom Fields, or delete a Draft invoice.
This feature is currently in beta. Learn more about beta registrations.
Update Invoice details
| Field | Details |
| Invoice |
The invoice to be updated. Select Current Invoice, or select an invoice created by a previous Create Invoice step in the Automation Process. |
| Invoice Date |
The date assigned to the invoice. The Invoice Date can only be updated when the Invoice Status is Draft. For Draft invoices, select from:
Merge Fields can also be used. For example, selecting End of Month from the General Merge Field section will populate a Date merge field. Updating the Invoice Date doesn't update the Due Date. For example, if an invoice is due 7 days after 1 September, the Due Date remains 8 September even if the Invoice Date is changed to 5 September. |
| Job |
The Job that the invoice will be assigned to. By default, the Current Job will be selected. The Job can only be updated when the invoice Filing Status is Unfiled. Merge Fields can be used, for example, to select a Job returned by a Look Up Job step earlier in the process. The Job will not be updated if:
|
| Invoice Type |
The Invoice Type to assign to the invoice. The Invoice Type can only be updated when the invoice Filing Status is Unfiled. Select either:
If the invoice is not Unfiled when the step runs, the Invoice Type will not be updated. |
| Filing Status |
The Filing Status to assign to the invoice. This can be used with the Job field to assign an Unfiled invoice to the required Job and file the invoice in the same step. Refer to Filing an Unfiled invoice below. |
| Status |
The Status to assign to the invoice. Draft invoices can be updated to Deleted. If the invoice Status is not Draft when the step runs, the Status will not be updated. |
| Custom Field | Select a Custom Field to update on the invoice. The selected field is added to the step so the corresponding value can be selected. |
Using the Update Invoice step
Filing an Unfiled invoice
The Update Invoice step can be used to automatically file unfiled invoices when the Client and Job can be identified by the process.
The invoice must be Unfiled when the Update Invoice step runs, and the Job selected for the invoice must be a Billing Job or Standard Job.
If the invoice has not already been allocated to the correct Job, add a Look Up Job step before the Update Invoice step. This allows the Job returned by the lookup to be used when filing the invoice.
When configuring the Update Invoice step:
- Select the Job. If you added a Look Up Job step, use the Look Up Job merge field to select the Job returned by the lookup.
- Set the Filing Status to Filed.
When the process runs, the invoice is filed against the selected Client and Job. An interim time entry will be automatically created for the selected invoice. The invoice will be removed from the Unfiled Invoices view and will be available to be included in WIP reconciliation reports.
Updating an Invoice Type to Disbursement
The Update Invoice step can be used to change an Unfiled Interim invoice to a Disbursement invoice.
Before the Update Invoice step runs, at least one submitted Disbursement must be available to allocate to the invoice.
If a Disbursement has not already been created, add a Create Disbursement step before the Update Invoice step and set the Disbursement Status to Submitted.
The following requirements apply when updating the Invoice Type to Disbursement:
- The invoice must be Unfiled.
- At least one submitted Disbursement must be available to allocate to the invoice.
- The total value of submitted Disbursements doesn't need to match the invoice amount. Any difference between the invoice amount and the total submitted Disbursements is automatically calculated as a Write On/Off.
- The Job associated with the Disbursement must match the invoice. For a Standard Job, the Disbursement and invoice must be assigned to the same Job, while for a Workflow Job, the Disbursement must be allocated to the same Billing Job as the invoice.
When configuring the Update Invoice step:
- Select Disbursement as the Invoice Type.
- Set the Filing Status to Filed.
If the status isn't set to Filed, the step can't be saved.
When the process runs, submitted Disbursements created during the Automation Process are allocated to the invoice.
Adding an Alter Document step
Once the invoice has been updated, you can use the Alter Document step to make future updates. For example, use the step to add a task for review or a comment.