Drafting Invoices

When an invoice is drafted, its Invoice Status is set to Draft.

When an invoice is set or reset to draft:

  • Each invoice line item's Base Price Notes and Block Price Notes are sourced from the base or I18N Base Price Notes and Block Price Notes contained in the price book schedule or quote, based on the invoice’s Locale.

  • A snapshot of the estimate prices, which are calculated by the pricing engine from the invoice, job and price book details, are persisted into invoice line items.

These invoice line items can then go on to being edited, if required, and then ultimately fixed when the invoice is released.

Restrictions on drafting invoices:

  • Only an invoice with an Invoice Status of Initial can be drafted. If the invoice's Invoice Status is something other than Initial, then the invoice cannot be drafted.
  • If an invoice is associated with a job that has a Workflow Status of Finalised, then the invoice cannot be drafted.
  • Note that, if an invoice is associated with a job whose Workflow Status is Cancelled, then all invoice processes are still available, so that the invoice can be raised.

If an active syntax with a Syntax Type of Invoice and Code of INVOICE_NAME exists within scope, then a proposal or production invoice's Name is generated from the syntax. Otherwise a proposal invoice's Name is generated from the laboratory's Proposal Invoice Pattern and Proposal Invoice Last Used Number, or a production invoice's Name is generated from the laboratory's Invoice Number Pattern and Invoice Last Used Number.

Invoice Template Defaults

When a proposal invoice is drafted, then the invoice's Invoice Template defaults to the laboratory's Proposal Invoice Template.

When a production invoice is drafted, then the invoice's Invoice Template defaults to the laboratory's Detail Invoice Template if the invoice client's Invoice Sample Details is selected, and to the laboratory's Summary Invoice Template if the invoice client's Invoice Sample Details check box is cleared.

Updating Invoices

A reprice of the invoice must be completed if any property that affects the line items is updated. Clicking the Generate Invoice button does not cause the invoice to be re-calculated, it merely creates the invoice documents.

Draft Invoices Containing a Single Job Invoice

A 'single-job' draft invoice can be created from one initial invoice, that is, from one job invoice.

The samples and tests on a single-job invoice are a subset of those on the job.

Draft Invoices Containing Merged Multiple Job Invoices using a Grouped-by-job or Combined-job Pricing Mode

A merged multiple-job draft invoice can be created from multiple initial invoices, that is, from multiple job invoices where the job invoice's Client Code, Project Code, Contact Code, Locale, Currency and Ignore Tax are common.

Merged invoices are used when you want to invoice for samples across multiple jobs.

When merging jobs on an invoice, then the Primary Job Invoice influences which quote, price book, discounts, etc., are used to determine pricing on the invoice.

Where an invoice contains multiple job invoices merged using a grouped-by-job pricing mode (Merge Invoices), then the number of entities used to determine scaled pricing is counted for each individual job, such that, the Surcharge, Rebate and Line Items tabs appear under each job invoice in the invoice.

Where an invoice contains a single job invoice, or multiple job invoices merged using a combined-by-job pricing mode (Combine Invoices), then the number of entities used to determined scaled pricing is totalled across all jobs to gain a pricing benefit, such that, Surcharge, Rebate and Line Items tabs appear at the invoice level.

Where an invoice contains a single job invoice or multiple job invoices merged using a combine-by-job pricing mode, then the primary job invoice affects which price book, quote, job invoice generic discount and split code, if any, is applied on the generated line items in the invoice.

When merging multiple job invoices, the user can opt whether to send the task to the system batch queue or run the task interactively. A task to merge multiple job invoices using a grouped-by-job pricing mode (Merge Invoices) creates a CCBINVM task in the system batch queue. A task to merge multiple job invoices using a combined-job pricing mode (Combine Invoices) creates a CCBINVC task in the system batch queue. Refer to Maintaining Schedules and Batch Job Executions.

Primary Job Invoice

The first job invoice in the selected set of job invoices becomes the primary job invoice when a merged draft invoice is created. Only one job invoice can be the primary job invoice, and one job invoice MUST be the primary job invoice.

The primary job invoice cannot be removed from the invoice, however, another job invoice within the invoice can be selected to be the primary job invoice using the Mark Job Invoice As Primary row flow option whilst the invoice has an Invoice Status of Draft.

Non-primary job invoices can be removed from a merged invoice whilst the invoice has an Invoice Status of Draft. When a non-primary job invoice is removed from a merged invoice, the removed invoice has its Invoice Status changed to Initial, and it can be returned from a search.

Searching for Merged Invoices

When searching for merged invoices, since the primary job invoice represents for the whole invoice, if invoices are searched by the job name of the primary job invoice as the only criteria then the invoice is returned from the search. However, if the job name of a non-primary job invoice is used as the only criteria then the invoice are not returned from the search.

Restrictions on Draft Invoices

The updates that can occur on a draft invoice only include:

  • The invoice template can be updated.
  • The invoice can be deleted.
  • Project code, contact code, discount, description, email can be updated.
  • Taxes can be ignored.
  • Surcharges, rebates and taxes can be added or removed.
  • Job invoices can be added or removed. Note that the job invoice that is flagged as the primary job invoice cannot be removed, however another job invoice can be made to be the primary job invoice. Removing all of the job invoices except the primary job invoice is equivalent to de-merging an invoice.
  • Quote code, generic discount, price book code and split code can be updated on a job invoice.

A draft invoice can be edited, repriced or released. Refer to Editing Invoices, Maintaining Invoices and Releasing Invoices.