Changing status and dates on client invoices

When you change the cutoff date, all associated transactions later than the cutoff date are assigned a status of Defer. Any future transactions earlier than the new cutoff date are assigned a status of Billable and are attached to the invoice.

Note:

If you change the status of an invoice from Final to Reissue, ensure that you do the same for any other final invoices for the project that were created after the invoice. In this way, your changes are carried forward to subsequent invoices.
Ajera unapplies any client receipts that were applied in the invoice. If you are using multi-company, Ajera associates the unapplied prepayments with the projects they were applied to. If you are not using multi-company, Ajera associates them with the clients.
Vendor invoice transactions use the invoice accounting date to compare against the cutoff date.
Expense report transactions use individual transaction dates to compare the cutoff date.

If Bill & Pay in enabled:

If you change the status of a final invoice to Draft or Reissue, you will receive a message asking you to verify all payments have been imported from Bill & Pay before you change the status of a final invoice to ensure the data between the two systems is kept in sync.

If payments have been made on that final invoice, Ajera will continue to make that payment a prepayment. The payment record in Bill & Pay will be deleted and when the prepayment is applied to an invoice in Ajera, the payment will be created again in Bill & Pay.

When the status has been changed from Final or Reissue to Draft, the invoice record in Bill & Pay will be deleted. When a new final invoice is created, a new Pay Now URL will be created for the invoice.

When a reissued invoice is changed to Final, the new final invoice information will be sent to Bill & Pay. This includes the invoice amount, outstanding balance, invoice number, invoice date, and the PDF. The original Pay Now URL sent to the client will still work.

To change status and dates on client invoices

From the > Manage menu, click Client Invoices.

Note:

You can change the status and cutoff date of several invoices at one time on this window. Otherwise, you change the status and cutoff date for one invoice while you view it, as described later in these instructions.

To select several invoices, click each invoice while pressing the Shift key. To select all invoices, click Select All.
Right-click and then click Change Status or Change Cutoff Date.
If you chose Change Status, click , click the status you want, and click OK.
If you chose Change Cutoff Date, enter the new cutoff date.

Click the invoice you want to change, and click Edit.

Note:

To change the status of an invoice from Draft to Final, click Print.

To change the status of the invoice, select the status that you want:

If the status is	Then
Draft	The invoice is not ready to be sent to the client. It is open for new transactions and you can make changes to it. Ajera automatically creates a draft invoice when: You set up a project. You finalize an invoice for a project that is not yet complete.
Approved	The invoice is approved and is waiting to be finalized. After you mark an invoice as approved, Ajera marks any new billable transactions for the invoice as Defer and does not attach them to the invoice, unless they are invoice adjustments. Invoice adjustments are attached to the invoice. This status is optional. You may choose to mark invoices as approved if you plan to group approved invoices for viewing and printing.
Hold	The invoice is not ready to be sent to client and is in a pending state. All new billable entries with a transaction date earlier than or the same as the cutoff date are attached to the invoice. Otherwise, new transactions are given a status of Defer and are not attached to the invoice.
Final	The invoice is complete. It was printed for sending to the client. An invoice is changed to a Final status only when you print it as final.
Writeoff	If you select to reduce the billed amount, the project-to-date billed and the revenue on your financial reports is reduced by the amount you are writing off. Otherwise, the amount is reflected on the project and financial reports as a write off.
Reissued	The invoice is already finalized and printed, but you need to issue a new invoice to correct mistakes, or make other changes.

All transactions later than the cutoff date are given a status of Defer and automatically included on the next invoice if within the new cutoff date. If you want to include these transactions on the current invoice, change the Defer status to Billable.

Any deferred transactions earlier than the new cutoff date are automatically changed to billable and attached to the invoice.

To change the cutoff date, enter the new date.

To change the invoice date, enter the new date. You cannot change it if the status is Final or Write-off.
Type a new invoice number, if needed. You cannot change it if the status is Final or Write-off.

Note:

If you change the invoice number to a larger number, Ajera changes the numbering for subsequent invoices that you print. It does so by changing the last invoice number field in the Company Preferences, Project Command Center, or Client window, depending on how you chose to number invoices in the > Setup > Company > Preferences > Billing tab > Auto Assign Invoice Numbers By field.

Click Save.