Accounting - Invoice List

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ictime - Reporting & Accounting - Accounting

In the invoice list, you can view all "invoices" and can view details (including the option to download data), edit invoices and revoke invoices.

Field	Description	Remarks
Name	A name that helps you to identify this invoice.	Pre-populated with the project name.
Date	Invoice date. You can set any date in the future or past, too.	Pre-populated with the current date.
Invoice No.	Invoice no.	Either a dummy number or the real invoice number (you might first enter a placeholder and later on replace it by the real invoice number).
Billed Sum	sum you have charged (might not be the same like the sum 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

Action	Description	Remarks
View	View invoice details (work logs and summary for this invoice), download report.	You can also view the details by clicking on the invoice 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 invoice and "release" work logs again (work logs are in status "nor charged" again)

By default, the list shows all invoices. You can filter the list by project, search by invoice number and filter by date range:

View Invoice (Work Log Details & Summary)

To view the details of an invoice, i.e. all work logs included as well as the financial summary, click on the respective

icon or click on the invoice name. Display - work log details and summary - and options are the same like for any report (see Reporting). However, the 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).

Please note that for technical reasons, longer work log descriptions are reduced to max. 255 characters for the stored invoice data. This limit does not affect the original work log data which remains unchanged.

Download Summary & Work Log Details

If you want to download details and summary of the report, you can do that before you finally create the "invoice", or you can do it here from the view mode of an invoice.

Edit Invoice

To edit an invoice, click on the edit icon:

You can edit all data, but you can't change the work log entries that are part of this invoice. If you require to change work log entries, you need to revoke the invoice and create a new one (see below).

Revoke Invoice

You can revoke any invoice. Revoking an invoice means that the invoice itself is deleted and all time entries belonging to the invoice are set to status "not charged" again.

Go to the accounting list

ictime -> Reporting & Accounting -> Reporting

and click the link "revoke" for the invoice you want to revoke.

After confirming the action, the invoice will be deleted and all work logs included in this invoice will be in status "not charged" again.

Implications of Deleting Issues or Work Logs in JIRA

Deleting Issues

If you delete an issue in JIRA, all work logs are deleted in JIRA, too. 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 on invoice in ictime, we are saving some work log information in a completely separate database table. That means that summary and details for an invoice 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 invoices. However, you will have the situation that a work log being part of an invoice does not 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 invoiced (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 invoices, 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 invoice does not longer exist in the (JIRA) work logs, which might be considered confusing.

Revoking (Undoing) an Invoice

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

However, if work logs had been deleted (or issues with work logs had been deleted) in the meantime, they will be finally lost.