Via the invoice list, you can access all invoices you have created and can edit certain data or cancel/revoke complete invoices. This chapter also explains some implications of JIRA oprations on issues where work logs have already been charged.
Functionality
In the invoice/account list, you can
- 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)
Go to
ictime - Reporting & Accounting - Accounting
There have been fundamental changes for the invoice list (formerly called "Account List") between ictime version 5.0.x and ictime 5.2, as ictime 5.2 introduces the option to create PDF invoice documents, and this also affects a couple of processes related to cancel an invoice. Therefore this chapter documents these versions separately.
Invoice List - ictime Version 5.2 and Higher
Invoice List
Search
You can search by the following fields:
| Field | Description | Remarks |
|---|---|---|
| Customer | Customer picker. | |
| Project | Project picker. | |
| Invoice Number | Invoice number, refers to the two fields
| |
| From, To | Date range, refers to the invoice date. |
List
| 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). |
| (External) Invoice Ref. | (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 account. | |
| 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 |
| Total (Calculated) | The (financial) amount to be billed that is calculated by ictime (based on the report that was used to create this account). | |
| 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 |
Edit Invoice
For all fields, please refer to .
| Field | Description | Remarks |
|---|---|---|
| (External) Invoice Ref. | (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. | |
| Name | Name you have set when creating/editing the account. | |
| 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 (e.g. to explain why there is a difference between the result from ictime and the billed sum) | optional |
View Invoice Details
Invoice Documents
Accounts List - ictime Version 5.0.x and Lower
Please use the search mask to find one or more accounts. You can search by
- 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:
Depending on the number of accounts, a pagination/following page navigation will appear above the list.
| Field | Description | Remarks |
|---|---|---|
| Date | Account date you have set when creating/editing the account. | Not necessarily the creation date. |
| Invoice No. | Invoice number you have set when creating/editing the account. | |
| Project | Project key. | Accounts can only contain work logs of one single project. |
| Name | Name you have set when creating/editing the account. | |
| 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 |
| Calculated (Chargeable) | The (financial) amount that is calculated by ictime (based on the report that was used to create this account). | |
| Text | Text with further information for this account. | optional |
| Comment | Additional comment (e.g. to explain why there is a difference between the result from ictime and the billed sum) | optional |
The following operations are available:
| Icon | Action | Description | Remarks |
|---|---|---|---|
| View | View account details (work logs and summary for this invoice), download data as .xls file. | You can also view the details by clicking on the name. |
 | Edit | Edit "meta data" of the invoice like name, date, text etc. | You can't edit the work logs included in the invoice. |
| Revoke | Delete account and "release" work logs again (work logs are in status "not charged" again) |
View Account (Work Log Details & Summary)
To view the details of an account, i.e. all work logs included as well as the summary, click on the
icon or click on the account 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). However, the data is stored in a different place to ensure that deleting issues or work logs in JIRA can never affect an existing account (see below).
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.
Download Work Log Details and Summary
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.
Same for the summary:
Edit Account
To edit an account, click on the edit icon:
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)
You can revoke any account. Revoking an account means that the account itself is deleted and all work logs belonging to the account are set to status "not charged" again.
Go to the accounting list
ictime - Reporting & Accounting - Accounting
and click the icon "revoke" for the account you want to revoke.
After confirming the action, the account will be deleted and all work logs included in this account will be in status "not charged" again.
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).
Implications of Deleting Issues or Work Logs in JIRA
Deleting Issues in JIRA
If you delete an issue in JIRA, all work logs are deleted in JIRA, too (contrary to other relations of an issue, JIRA completely ignores the work logs ...). ictime can't change this JIRA behaviour. In fact, additional information for a work log from the ictime database is not deleted, but no longer accessible in normal ictime reports or timesheets, as the work log is the base entity where all additional ictime information points to.
When creating an invoice in ictime, we are saving some work log information in a completely separate database table (invoice items). That means that summary and details for an account do never change, as they are taken from this table and we are not relying on JIRA work logs any longer. That means that deleting issues does not have any implications for existing accounts. However, you will have the situation that a work log being part of an account does no longer exist in the (JIRA) work logs, which might be considered confusing.
Deleting Work Logs
It is not possible to delete work logs that have been charged via functionality that ictime provides. However, ictime can't control functionality to delete work logs that JIRA provides, like the option to delete complete issues with all their work logs in JIRA.
If you delete a work log that had been charged, there will be no impact on existing accounts, as work log detail data for invoices had been saved separately and therefore is not taken from the JIRA work log enty, but from a different place, like described above. However, you will have the situation that a work log being part of an account does no longer exist in the (JIRA) work logs, which might be considered confusing.
Revoking (Undoing) an Account
If you "undo" an account, status of all work logs is once again set to "not charged".
If work logs had been deleted (or issues with work logs had been deleted) in the meantime via JIRA functionality, they will be finally lost.