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How to create a new PDF for a single invoice?

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Usually, JustOn Billing & Invoice Management generates a PDF file when finalizing an invoice. In certain business use cases, you may need to recreate the PDF file for an already finalized invoice (status Open). Doing so does not modify any invoice data.

Info

Regenerating the invoice PDF does not constitute a suitable means to correct an invoice. In case of wrong billing data or formal invoice errors, you usually

  • cancel the invoice
  • correct the source data as necessary, and
  • create a new invoice.
Typical use cases

You usually must correct (cancel and recreate) an invoice if one of the legally required information is wrong or missing, including, among others

  • Recipient address
  • Seller information like VAT number
  • Invoice date
  • Invoice line item information
  • Invoice amount
  • Tax

When correcting any information that does not involve legally binding invoice data, recreating the invoice PDF may be sufficient. Use cases may include, for example

  • Correcting typos

  • Registering a partial payment, which reduces the payment amount

    This may be illegal in some jurisdictions.

That said, you still may want to regenerate the PDF copy to correct typos or the like. To this end, proceed as follows:

  1. Allow modifications to invoices after finalization.

    Activate the corresponding global setting Allow Invoice Changes in Status Open.

    Note

    Use this feature with caution, ideally, during the project setup phase or for troubleshooting purposes only. It is not intended to be used in the day-to-day business.

    Make sure to deactivate this setting as soon as the intended modifications are complete.

  2. Modify the invoice (or template) data as necessary.

    For details about modifying invoices, see Editing Invoices.

    For details about modifying invoice templates, see Configuring PDF Creation.

  3. Disallow modifications to open invoices.

    Deactivate the global setting Allow Invoice Changes in Status Open.

  4. Regenerate the invoice PDF file.

    To recreate the PDF file of a finalized invoice from its detail view:

    1. Open the finalized invoice for which you want to regenerate the PDF file.

      Make sure that the option for recreating PDF files is enabled for your org.

    2. Click Recreate PDF, then click Continue to confirm and complete the operation.

      This creates a new version of the PDF file.

      Note that this operation does not update text blocks with placeholders.

    Regenerating invoice PDF for JustOn versions minor than 2.54
    1. Open the invoice for which you want to create a new PDF file.
    2. In the Basic Information section, clear the PDF field.
    3. Delete the corresponding invoice PDF.
      • Up to JustOn 2.48: Delete the attached invoice PDF in the Notes & Attachments section.
      • As of JustOn 2.49: Delete the corresponding invoice PDF from Files | Owned by me (or any other configured file distribution target).
    4. Reload the current invoice page.
      This creates a new PDF file for the current invoice.

Info

If you need to recreate the PDF files for a particular invoice run, refer to How to force JustOn to create new PDF files for multiple invoices.