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 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

Invoice List - ictime Version 5.2 and Higher

Invoice List

Search

You can search by the following fields:

List

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:

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.

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 their relation to this invoice will be deleted. These work logs can 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).

To cancel an invoice, click the following icon in the "Invoice" column (the icon won't be available if the status of the invoice does not allow to cancel the invoice):

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

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

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

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:

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.

If there is an issue caused by a problem in the template, you will get an error message that should give some information on the kind of problem and everything will be rolled back, i.e. no credit note will be created

In this case, please cancel and start over again (either fix the problem in the template/report before, or user another template/report, if possible).

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.

This means that we do not 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

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.

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).

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 (see below).

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. 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:

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.

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.

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.

Cancel/Revoke (Undo) an Invoice/Account

If you "undo" an invoice/account, status of all work logs is once again set to "not charged".