Save an Invoice to Edit in a Third Party Application

You can save an invoice to your local drive, or a network drive in Adobe PDF, Microsoft Excel, RTF, or Microsoft Word format.

After you save the invoice, you can edit the invoice in any of these formats (with some limitations if the file is a PDF). When you edit an invoice in a third-party application, Vision associates the edited invoice with the project in Interactive Billing by creating an Edited Invoice on File link for the project on the General tab of Interactive Billing.

You must belong to a role with the proper access rights to edit or upload invoices.

To save an invoice for editing in a third-party application, complete the following steps:

  1. From the Vision Navigation menu, click Billing > Interactive Billing.
  2. Select options on the Billing Session Options dialog box and click OK.
  3. Open the appropriate project.  
  4. Click Invoice > Edit.
  5. On the Edit Invoice dialog box, select the format in which you want to edit the file. Options are:
    Option Description
    Adobe PDF Saves the file in PDF format to be viewed in Adobe Reader. If you own a full copy of the Adobe Acrobat product, you can make minor edits to the PDF file.
    Rich Text Format (RTF) Saves the file in RTF format, which can be opened and edited in any Word Processing program, such as WordPad.
    Microsoft Word Document Saves the file in DOC format, which can be opened and edited in Microsoft Word.
    Microsoft Excel Spreadsheet (Display Format) Saves the file in XLS format, for display and editing in Microsoft Excel. This option does not show cell borders. This is the recommended format if you plan to edit the invoice after exporting it.
    Microsoft Excel Spreadsheet (Data Format) Saves the file in XLS format, for display and editing in Microsoft Excel. This option displays cell borders.
  6. When Vision prompts you to save or open the file, select one of the following options:
    Option Description
    Open this file from its current location This option opens the file in the program associated with the file type that you selected in step 5.
    Save this file to disk This option saves the file to the location that you specify. Browse to a location on your local or network drive and click Save.
  7. Click OK. You can also download an invoice in any of the above formats by previewing the invoice, clicking Download Report, and selecting the appropriate file format option on the dialog box that displays. However, if you download the file in this way, Vision will not create a link to the file from Interactive Billing, and you will not be able to use the Upload feature to save a copy of the file to the database.

After you edit the file, you can upload the file into Vision. When you upload a file, Vision saves a copy of the document in the Vision database. You can preview an edited invoice on the Invoice Approvals form or Interactive Approvals form, as well as the Interactive Billing form.