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Editing Invoices

After creating draft invoices via invoice run or manually, you check them for correctness. If necessary, you must edit the draft invoices.

Editing invoices can involve

Info

You can modify invoice data and invoice line items as long as invoices have the status Draft.

Editing Invoice Information

The most important invoice information include:

Field Description
Invoice Date Specifies the (legally binding) invoice date to be printed on the invoice document.
Invoice No. Specifies the invoice number. In Draft status, the numbers are temporary and of no legal relevance. When finalizing invoices, JustOn creates unique and unalterable numbers based on defined counters.

For a complete list of available invoice information and invoice line item information, see Invoice and InvoiceLineItem.

Modifying General Invoice Data

You can edit basic data, addresses, distribution instructions, etc. of draft invoices.

  1. Open the invoice you want to modify.
  2. Double-click the fields to be modified and specify the information as required.
    Alternatively, you can click Edit in the detail view and edit all fields at once.
  3. Click Save.

Modifying Invoice Texts

Usually, the text fields as listed in Template Structure and Building Blocks are empty for draft invoices. The corresponding values are taken from the template when generating the PDF preview or when finalizing the invoice.

Depending on your organization's requirements, you must modify the texts for individual invoices, that is, without applying the changes to the invoice template. To this end, you can copy the text field contents of the template to the draft invoice and then modify the texts as required.

Note

Make sure that the button Copy Text is available on the invoice detail view, see Enabling Template Text Copies.

  1. Open the invoice you want to modify.
  2. Click Copy Text.
    ▶ This copies the contents of the template text fields to the current draft invoice.
  3. In the Texts section, double-click the fields to be modified and specify the information as required.
    Alternatively, you can click Edit in the detail view and edit all fields at once.
  4. Click Save.

Next steps:

Finalizing Invoices
Canceling Invoices

Modifying Invoice Line Items

Invoice line items represent the product information of billable items in an invoice. This information will be part of the invoice PDF copy, and the included pricing details are the base for calculating the invoice total.

Adding Invoice Line Items

There are several ways for creating invoice line items:

To manually add an invoice line item to a draft invoice from scratch:

  1. Open the invoice you want to modify.
  2. Open the Invoice Line Items list.
  3. Click New.
  4. Specify the information as required.
    The mandatory information include the product title, unit price, quantity and tax rate.
  5. Click Save.

To clone an invoice line item:

  1. Open the invoice you want to modify.
  2. Open the Invoice Line Items list.
  3. Click the number of the invoice line item to be cloned to open its detail view.
  4. Click Clone.
    This displays the product title, unit price, quantity and tax rate of the invoice line item to be cloned.
  5. Click Clone.
    ▶ This creates a duplicate of the current invoice line item, including all available information, and adds it to the current invoice.

To manually add an invoice line item to a draft invoice based on a pricebook entry:

  1. Open the invoice you want to modify.
  2. Open the Invoice Line Items list.
  3. Click New Line Item from Product.
  4. Select the intended pricebook and pricebook entry.
  5. Specify at least the quantity and the tax rate.
  6. Click Save.
    ▶ This saves the new invoice line item and returns you to the invoice detail page.

Next steps:

Finalizing Invoices
Canceling Invoices

Editing Invoice Line Items

To modify invoice line item data in a draft invoice:

  1. Open the invoice you want to modify.
  2. Open the Invoice Line Items list.
  3. Click Edit in the row of the invoice line item you want to modify.
  4. Modify the data as required.
  5. Click Save.

If set up accordingly (see Setting Up Invoice Line Item Mass Editing), you can edit multiple invoice line items at once:

  1. Open the invoice you want to modify.
  2. Open the Invoice Line Items list.
  3. Click Edit All. ili_edit_all
    Mass-editing invoice line items
  4. Modify the data as required.
    The data available for editing depends on your configuration. For details, see Configuring Mass Edit Fields.
  5. Click Save.
    ▶ This saves the modified invoice line items and returns you to the invoice detail page.
Invoice line item mass-edit options

The Edit All page provides the following editing options:

ActionDescription
EditOpens the current invoice line item in the Edit Invoice Line Item dialog in a new browser tab/window.
DelRemoves the current invoice line item.
This immediately deletes the invoice line item after confirming the notice dialog. Clicking Cancel does not undo this action.
New Line ItemAdds a new invoice line item, prompting you to provide the mandatory information.
Quick SaveSaves your current modifications and leaves you on the Edit All page.
SaveSaves your modifications and returns you to the invoice detail page.

Next steps:

Finalizing Invoices
Canceling Invoices

Deleting Invoice Line Items

To remove an invoice line item from a draft invoice:

  1. Open the invoice you want to modify.
  2. Open the Invoice Line Items list.
  3. Click Delete in the row of the invoice line item you want to remove.
    This displays the product title, unit price, quantity and tax rate of the invoice line item to be deleted.
  4. Click Continue to confirm and complete the operation.
    ▶ This removes the invoice line item from the current invoice and updates the invoice information accordingly.

Next steps:

Finalizing Invoices
Canceling Invoices

Applying Order Discount

The order discount reduces to the subtotal net value of an invoice (which represents an order). That is, the order discount is applied to the sum of the invoice line item prices and, consequently, "distributed" equally to all invoice line items. Using this discount type also reduces the tax amount subsequently.

Info

Order discount support is available as of JustOn 2.41.

Note

If you use pro forma billing, be aware that JustOn does not consider order discounts with the pro forma invoices, but only when generating the final invoices.

Examples

■ Example calculation for an invoice with 10% order discount and 19% tax rate

PosQuantityUnit PricePos Total
(net, no discount)
Pos Total
(net with prorated discount)
125,0010,009,00
254,0020,0018,00
3310,0030,0027,00
Subtotal (net)60,00
Order Discount (10%)-6,00
Subtotal (discounted)54,00
Tax (19%)10,26
Grand Total64,26

■ Example calculation for an invoice with 25% order discount and 19% tax rate

PosQuantityUnit PricePos Total
(net, no discount)
Pos Total
(net with prorated discount)
1250,00100,0075,00
2225,0050,0037,50
3125,0025,0018,75
Subtotal (net)175,00
Order Discount (25%)-43,75
Subtotal (discounted)131,25
Tax (19%)24,94
Grand Total159,19

Note

Make sure that the order discount feature is set up accordingly.

To to grant a discount on the subtotal net value of an invoice (which represents an order), proceed as follows:

  1. Open the invoice you want to modify.
  2. Click Change Order Discount.
  3. Specify the (percentage) discount value as required.
  4. Click Save.

▶ This immediately applies the discount to the invoice and its line items. The following subtotal rows are then displayed:

Row Description
Subtotal (net) The sum of all total net values of the invoice line items without order discount.
Order Discount (X.X%) Shows the discount percentage and the discount amount.
Subtotal (discounted) Subtotal (net) minus order discount amount.

If there is no order discount defined, the invoice will display only the subtotal (net).

Next steps:

Finalizing Invoices
Canceling Invoices

Applying Invoice Discount

The invoice discount (temporarily) reduces the grand total of the invoice. It is applicable to the total gross value for a defined time frame - usually in order to motivate the buyer to make the payment within this specific time.

If JustOn registers a payment that covers the discounted grand total within the granted period, it generates two balances: one of the type Payment for the actually paid amount, and another one of the type Clearing for the difference (see Standard Balance Types). The two balances offset the grand total, which sets the invoice Paid.

The relevant fields on the invoice include:

Field Data Type Default Value Description
Discount Rate Percent(2,1) Specifies the discount percentage by which the grand total is to be reduced. Is the calculation base for all discount-related fields.
Discount Payment Due Number(3,0) 14 Specifies the time (in days) after which the discounted payment is due.

Info

JustOn determines the values for the related fields Discount Amount, Discount Payment Due Date and Discounted Grand Total when the discount rate and the payment due are set.

To set an invoice discount for a draft invoice:

  1. Open the invoice you want to modify.
  2. Double-click the Discount Rate field and specify the percentage by which the grand total is to be reduced.
  3. Optionally, double-click the Discount Payment Due field and modify the time during which the discounted total is due.
    The default period is 14 days.
  4. Click Save.

Next steps:

Finalizing Invoices
Canceling Invoices

Using Installments

Certain business use cases require staged payment plans for invoices. To this end, JustOn allows for setting up installments, which represent models for intended payment plans.

For details, see Enabling Installments.

Defining Installment Type

If installments are set up accordingly, you can define an installment type for an invoice. This triggers the automatic payment plan generation when finalizing the invoice or when re-generating it in the continuous invoice run.

  1. Open the invoice you want to modify.
  2. Double-click the Installment Type field and select the intended payment plan from the drop-down list.
    Alternatively, you can click the invoice ID to open the invoice, click Edit in the detail view, and then select the payment plan from the Installment Type picklist.
  3. Click Save.
    ▶ This activates the selected installment type.

Manually Creating Payment Plan

If installments are set up accordingly, you can manually create a payment plan for draft or open invoices.

Note

Make sure that the Installments button is available in the invoice layout. For help about modifying page layouts, see Managing Pages.

  1. Open the invoice you want to modify.
  2. Click Installments.
  3. Select the intended installment type.
  4. Click Continue.
    ▶ This creates the payment plan, applying the selected installment type.

Info

You can overwrite existing payment plans selecting and applying another installment type.

Deleting Payment Plan

You can delete an existing payment plan.

  1. Open the invoice you want to modify.
  2. Click Installments.
  3. In the Installment Type picklist, select None.
  4. Click Continue.
    ▶ This deletes the installments from the invoice.

Next steps:

Finalizing Invoices
Canceling Invoices

Cloning an Invoice

Certain business use cases require an invoice to be cloned. Cloning an invoice creates a copy of the current invoice in the status Draft. By default, the copied data includes:

  • the account,
  • the invoice template,
  • contact data (if available) and
  • the invoice line items.

Upon cloning, you can modify this data as required.

To clone an invoice:

  1. Open the invoice you want to clone.
  2. Click Clone.
  3. Modify the data as required.
    The mandatory information include the account to which the new invoice will be related and the invoice template used to render the PDF copy.
  4. Optionally, select/deselect the invoice line items.
  5. Click Clone.
    ▶ This creates a cloned draft copy of the current invoice, opening it in the detail view, ready for being edited as required.

Next steps:

Finalizing Invoices
Canceling Invoices