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- search for invoices,
- view all invoices,
- view summary and details (including the option to download data),
- edit some data of an invoice
- cancel /revoke invoices (undo the process of charging work logs)
- download PDF invoices (only ictime version 5.2 and higher)
- cancel PDF invoices and create a credit note (only ictime version 5.2 and higher)
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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
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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 their 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 for this invoice has been cancelled already, i.e. a credit note has been created; see below).
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As all work log data is stored separately for an invoice, this information won't be lost and can still be viewed. |
Invoice Documents
Cancel Invoice Document / Create Credit Note
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This topic only applies to you if you have actovated the feature to cerate invoice PDF documents. |
Once an invoice document has been created, we consider this a legal document (in terms of taxation etc.). This means that you should not simply delete this document but have to follow a defined process in order to "get rid" of this invoice document in a transparent and traceable way. In addition, you now need to perform two steps to get the invoice "undone" also in terms of getting all work logs of this invoice back to "not charged".
Step 1: Cancel Invoice Document / Create Credit Note
If you have configured ictime to use the invoice document feature, creating an invoice will automatically create an invoice document as PDF. By default, this feature is switched of. if it is switched on, the "Documents" column of the invoice list will display the option to download invoice documents and credit note documents, if applicable. In addition, depending on the status of the invoice, you will have the option to create a credit note document (cancel an invoice document).
Cancel Invoice Document / Create Credit Note
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This topic only applies to you if you have actovated the feature to cerate invoice PDF documents. |
Once an invoice document has been created, we consider this a legal document (in terms of taxation etc.). This means that you should not simply delete this document but have to follow a defined process in order to "get rid" of this invoice document in a traceable way. In addition, you need to perform two steps to get the invoice "undone" in terms of getting all work logs of this invoice back to "not charged", in case this is required.
Step 1: Cancel Invoice Document / Create Credit Note
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Before cancelling an invoice document, ensure that you have already created and uploaded a template for your creadit notes (Type INV_CRN). For details, refer to Custom Reports. |
If an invoice document has been created and needs to be cancelled, this implies that you are creating a credit note document. To do so, click on the fowlloing icon in the "Documents" column:
This icon will only be available if an invoice document has been created, i.e. the status of the invoice is "Document Created". If no document has been created, there is no need to work with a credit note and the invoice itself can be cancelled directly (see Cancel Invoice). If the document had already been cancelled, the icon won't appear either.
The following dialogue will open:
| Field | Description | Remarks |
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| Date | Date for the credit note. You should use this field in your credit note template/s. | Will be stored in the invoice. |
| Template | Select a template for the credit note document. You might have created and uploaded different templates to cover different scenarios. Only templates with the type "INV_CRN" appear in this dropdown. For details, refer to Custom Reports. | Will be stored in the invoice. |
| Remarks | You can use this textarea for any kind of remarks. Depending on your template, these remarks can appear on the credit note document. | Optional. Will be stored in the invoice. |
When you click "Save", the invoice document will change it's status to "Document Cancelled" and a credit note document will be created. This document will appear in the "Documents" column of the invoice list and can be downloaded by clicking the following icon:
Please note that you invoice document remains available for download, too.
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We only cover the scenario of cancelling the complete invoice document, and do not specifically cover uses cases like a partial refund. However, depending on you template for the credit note, you might be able to somehow reflect partial refunds, e.g. by using data from the remarks textarea. |
Step 2: Cancel Invoice
Depending on the reason for cancelling the invoice document/creating the credit note, you will also need to cancel the invoice itself, not only the invoice document:
- If you hace cancelled the invoice document e.g. because you have committed an error and you need to issue a new invoice, you will need to bring all work logs back to "not charged" in order to be able to create a new, correct invoice document. In this case, you need to cancel the invoice, as only this step will bring your work logs back to a chargeable state.
- If you have cancelled the invoice document e.g. because after issuing the invoice, you have agreed with your customer that for whatever reason, your work should not be charged, and you do not need to issue a new invoice, you do not need to cancel the invoice. In this case, it would be correct that the work logs remain in status "charged" and it would be okay that the invoice itself still exists. Only the document has been cancelled and a credit note has been issued.
These two possible scenarios also explain why This means that we do not autoamtically automatically cancel the invoice when you cancel the invoice document. - you might neither need not want this, depending on the specific use case.
How to cancel the invoice is described above: Cancel Invoice
Accounts List - ictime Version 5.0.x and Lower
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- project (project picker, you have a search with autocomplete and can pick multiple projects)
- invoice number
- date range (empty = all existing invoices for all dates).
The list shows the following information:
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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
To edit an account, click on the edit icon:
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You can edit all data you have entered when creating the account, but you can't change the work log entries that are part of this account. If you require to change work log entries, you need to revoke the account and create a new one (see below).
Revoke Account (Undo Charging Work Logs)
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After confirming the action, the account will be deleted and all work logs included in this account will be in status "not charged" again.
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Keep in mind that revoking an account makes work logs available again for operations like edit or delete (unless this is not possible e.g. because of approval status or project status). However, revoking an account can't bring back work logs that have been deleted via functionality not controlled by ictime (see below). |
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