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| Field | Description | Remarks | ||
|---|---|---|---|---|
| Date | Invoice date you have set when creating the invoice. | |||
| Invoice No. | Invoice number (automatically generated). | This number is automatically generated in case you have activated the Invoice Documents feature (see General Configuration). | ||
| Invoice Ref.No. | (External) invoice reference/number you have set when creating/editing the invoice. This is usually a reference to an invoice document that has been created in a different system. | |||
| Customer | Customer (if available) | |||
| Project | Project key. | Accounts can only contain work logs of one single project. | ||
| Name | Name you have set when creating/editing the invoice. | |||
| Text | Text with further information for this invoice. | optional | ||
| Comment | Additional comment (e.g. to explain why there is a difference between the result from ictime and the billed sum) | optional | ||
| Total (Billed) | Total that has been or will be charged to the customer. This value has been entered manually by the user and it might not be the same like the caculated total from ictime. | optional | ||
| Total (Calculated) | The (financial) amount to be billed that is calculated by ictime (based on the report that was used to create this account). | |||
| Status | Status of the invoice:
Invoices created with previous versions of ictime do not show a status. They basically behave like invoices in status "Open", so you can cancel them. | |||
| Invoices | Depending on the status of an invoice, the following operations are available:
For details, see below. | |||
| Documents | Depending on the status of an invoice, the following operations are available:
For details, see below. |
|
View/Edit Invoice
Via the
icon, you can view the invoice's base data and project accounting references. For a description of all fields, please refer to Charge Work Logs - Create Invoice. Most fields of an invoice can't be changed once the invoice has been created. The only fields you can edit at any time, are:
| Field | Description | Remarks |
|---|---|---|
| Invoice Ref. No. | (External) invoice reference/number you have set when creating/editing the invoice. This is usually a reference to an invoice document that has been created in a different system. | optional |
| Name | Name you have set when creating the invoice. | |
| Total (Billed) | Total that has been or will be charged to the customer. This value is entered by the user and it might not be the same like the caculated total from ictime. | optional |
| Text | Text with further information for this invoice. | optional |
| Comment | Additional comment. | optional |
View Invoice Details
To view the details of an invoice, i.e. to view all work logs included as well as the financial summary, click on the
icon or click on the invoice name.
Display - work log details and summary - and options are basically the same like for reports (see Reports: Work Log Details and Reports: Summary & Analysis). You can also configure columns, add JIRA Custom Fields and Work Log Attributes (WLA) to an export and export details and summary.
| Info |
|---|
Work log data is stored in a different place to ensure that deleting issues or work logs in JIRA can never affect an existing invoice. Please note that for technical reasons, longer work log descriptions are reduced to max. 255 characters when stored in the invoice details. This limit does not affect the original work log data which remains unchanged, of course. |
Cancel Invoice
You can cancel an invoice, depending on the invoice status. Cancelling an invoice means that the invoice's status changes to "Cancelled" (but the invoice itself is not deleted) and all work logs belonging to the invoice are set to status "not charged" again and there relation to this invoice will be deleted. These work logs can now be charged again.
You can only cancel an invoice that either
- does not have any status (has been created with a previous version of ictime)
- or is in status "Open" (no invoice document has been created, as the feature was switched of when the invoice had been created)
- or is in status "Document Cancelled" (the invoice document has been cancelled already, i.e. a credit note has been created; see below).
To cancel an invoice, click the following icon in the "Invoice" column:
| Info |
|---|
As all work log data is stored separately for an invoice, this information won't be lost and can still be viewed. |
After confirming the action, the invoice will be set to status "Cancelled" and all work logs included in this account will be in status "not charged" again.
Invoice Documents
Cancel Invoice Document / Create Credit Note
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Display - work log details and summary - and options are basically the same like for reports (see Reports: Work Log Details and Reports: Summary & Analysis). However, the
Work log data is stored in a different place to ensure that deleting issues or work logs in JIRA can never affect an existing account invoice (see below).
| Info |
|---|
Please note that for technical reasons, longer work log descriptions are reduced to max. 255 characters for the stored account data. This limit does not affect the original work log data which remains unchanged. |
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If you want to download details and summary of the report, you can do that before you finally create the "account", or you can do it when viewing a the account. You can also configure columns, add JIRA Custom Fields and Work Log Attributes (WLA) to an export and export details and summary.
Same for the summary:
Edit Account
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