The invoice and payment screens have similar options on the Save button dropdown menu
View – Displays a view of the invoice/payment. From this view, the user can take further actions such as printing, saving as a PDF or emailing the invoice/payment
View Verifications (Invoices only) – Opens a popup window that displays a list of the jobs on the invoice and a link to the Verification of Service (VoS) form, if used.
Recalculate – Refreshes the calculations for each line item and refreshes the total amounts. Not necessary to use as the invoice/payment automatically recalculates when updated and saved.
Add Tax – Legacy item, do not use.
Refresh – Refreshes the list of line items. Instead, use Reset and recreate the invoice/payment with adjusted information to fully capture any changes made to the invoice or payment.
New Invoice – A new invoice can be manually created. Do not click on New Invoice/New Payment button. Follow the steps below to create the new invoice or new payment.
Enter data in the blank fields (e.g. Invoice/Payment number, Due Date, Period Start/End Dates, email, Customer name or Vendor name). Once all the information is entered, click the blue SAVE button
Click on the Payable Items tab, click Add and manually enter information in the following fields:
Ref – This is the Job number field. The number must be an actual job number in the system
On Date – Date of service
Choose dropdown menu – Select the type of item (e.g. Interpretation, Mileage Misc. Fee, etc.)
Blank field – This is used for mapping Classes in Quickbooks Online; leave blank if not using classes in QBO (not common)
Taxable – Check if the item is taxable (not common)
Description – Information about the item, job description, etc.
Quantity – Number of items
Unit Price – Cost per item
Once this information is entered, click the small blue save icon. Click the Invoice: tab next to the Payable Items tab and click the blue Save button to finalize the save for this newly-created invoice or payment
Merge Invoices – See article Merge Invoices or Payments
Credit – See article Create Credit Memo
Reset – This action removes all of the jobs from the invoice/payment and sets the jobs back to the Billables or Payables column and deletes the invoice/payment. This action is used so that adjustments can be made to financial information on a job in the Financial Review section. Once adjustments have been made, and the job re-verified, the user can create a new invoice or payment.
Delete – This action deletes the invoice/payment. It does not move the jobs back to the Billable or Payable column. The jobs themselves are never deleted from the system by deleting the invoice or payment.
A set of actions must be done to the jobs so that they can be entered into a new invoice or payment
From Financial Review > All Jobs tab, find the job(s) that were on the deleted invoice or payment. You will need to know the job number(s) and/or the date range to filter to find these jobs.
Click on one of the jobs
On the right-hand side of the screen, note that the Invoice Status and/or Payment Status fields indicate that the job is Invoiced or Pending. These fields refer to this individual job and indicate that the job was entered into an invoice or payment.
Unverify the job and click Save
Update the Invoice status from Invoiced to Invoiceable (take the same steps if the Payment was deleted and needs to be recreated)
Make any necessary adjustments to the job
Click Save and Verify
The job will now display in the Billables (or Payables) column on the Receivables (or Payables) page.
Related Articles and Videos
Videos
Deleting or Resetting an Invoice 6 min w/ audio
Reset an Invoice - Jobs go back to Billables tab 1 min no audio
Deleted Invoice - How to Move Jobs Back to Billables Queue (6 min w/audio)
Recreating a Deleted Payment (7 min w/audio)
Edit invoice entry 1 min no audio
Articles
Changing the Status of an Invoice or Payment