Confirm a proforma project-based invoice
When a proforma invoice is confirmed, the status of the project invoice will update to Confirmed. The Confirmed status makes the invoice read-only, and you can only correct it if a customer-initiated correction or credit has taken place.
The following section provides examples of actuals that have been created by the system when certain operations are performed on the draft project invoice before it's confirmed that these actuals have been created.
To invoice an advance or retainer, a billed sales actual of type Retainer will be created for the amount on the retainer or advance. For an unbilled sales actual with a negative amount, the retainer or advance will be used for reconciliation.
If you're invoicing a time transaction without edits on the draft invoice, the system will create a billed sales actual for the amount on this invoice. An unbilled sales reversal of the retainer or advance that was created for reconciliation is a positive amount, so you can cancel out the negative that was created when the retainer or advance was invoiced.
To invoice a fee, the system will create an unbilled sales reversal for the fee amount on the original journal line and will create a billed sales actual for the quantity and amount on the original fee journal line.
If you're invoicing a milestone, the system will create a billed sales actual for the milestone amount on the original milestone on the project contract line.
For more information, see Confirm a proforma project-based invoice.
Create corrective project invoices
To edit a confirmed invoice, go to Sales > Invoice, open the confirmed invoice, and then select Correct this Invoice. This action will create a draft invoice from the confirmed invoice, which will carry all invoice line details from the confirmed invoice.
Key points about the line details on the newly corrected invoice:
Based on the quantity that you enter, the application will calculate the credited quantity. If you're changing the tax amount, you'll need to enter the correct tax amount and not the tax amount that's being credited. If needed, you can manually update these quantities to reflect the quantity that's being invoiced, not the quantity that's being credited. The application assumes that all invoiced items are fully credited. This amount is reflected in the actuals that are created when the corrected invoice is confirmed.
All quantities are updated to zero.
Previously confirmed, product-based contract lines aren't copied over. Processing corrections on a product-based project invoice isn't supported.
Milestone corrections are always processed as full credits.
You can correct retainer or advance amounts if the customer was invoiced for an incorrect amount.
You can correct reconciliations of retainers and advances if an incorrect amount was used to reconcile against the charges on a previously confirmed invoice.
Actuals that are created when a corrective invoice is confirmed
The following section describes the actuals that are created when a corrective invoice is confirmed.
Invoicing the full credit of a previously invoiced time transaction happens when:
You have a billed sales reversal for the quantity and an amount on the original invoice line detail for the expense.
You have a new, unbilled sales actual for the quantity and an amount on the original invoice line detail for the expense.
Invoicing the full credit of a previously invoiced material transaction happens when:
You have a billed sales reversal for the quantity and an amount on the original invoice line detail for material.
You have a new, unbilled sales actual for the quantity and an amount on the original invoice line detail for material.
For more information, see Corrective project invoices.