Purpose Statement

The exclamation point displayed on the Invoice List alerts users that information pulled from the associated pre-plan has changed since the invoice was created. This indicator helps ensure invoice information remains accurate by allowing users to review and apply updated pre-plan data when appropriate.

Background Information

Invoices pull information from their associated pre-plans, such as billing details, service addresses, and invoice contacts. If any of this information changes after the invoice has been created, an exclamation point appears on the Invoice List to notify users that updated information is available.

Exception: If the associated pre-plan is in Ready for Review status, invoice information cannot be updated from the pre-plan, even if changes exist. Instead, users will receive a notification explaining why updates are unavailable.

Required Permissions

Users must have permission to:

• Access the Invoicing module.
• View and edit invoices.

Note: Specific First Due permissions may vary by agency configuration. Verify that the user has the appropriate Invoicing permissions to edit invoices.

Video

Step-by-Step Guide

Review the Invoice List

1. Navigate to Invoicing.
2. Select Invoice List.
3. Look for invoices displaying the exclamation point (!) icon.
4. The icon indicates that one or more pieces of pre-plan information have changed since the invoice was created.

Review an Invoice with No Exclamation Point

1. Open an invoice that does not display the exclamation point. (Exception to the Rule)
2. If the associated pre-plan is in Ready for Review status, a banner appears explaining that certain data cannot be updated.
3. Although the invoice opens, billing information and related fields remain read-only and cannot be modified.

Open an Invoice with Updated Pre-Plan Information

1. Open an invoice displaying the exclamation point.
2. When prompted, choose one of the following options:
   • Update Invoice to apply the latest pre-plan information.
   • Ignore Changes to continue working on the invoice without updating the pre-plan information.

Ignore Available Updates

1. Select Ignore Changes.
2. Continue editing other portions of the invoice as needed.
3. Billing information, invoice contacts, and other synchronized fields remain unchanged and can't be edited. 

Update the Invoice

1. Select Update Invoice.
2. When the update window opens, select the Edit (Pencil) icon.
3. Review and update available fields, such as:
   • Business Name
   • Invoice Contact
   • Billing Address
4. After making changes, select Apply.
5. Save the invoice to complete the update.

Best Practices

• Review the exclamation point before processing or sending an invoice.
• Update invoice information whenever current pre-plan data should be reflected on the invoice.
• Use Ignore Changes only when you intentionally want to retain the existing invoice information.
• Verify billing and contact information before saving updated invoices.
• Be aware that invoices associated with pre-plans in Ready for Review status cannot receive updated pre-plan data.

Troubleshooting & FAQs

Why is there an exclamation point on my invoice?

The exclamation point indicates that information from the associated pre-plan has changed since the invoice was created.

Why can't I update the invoice information?

If the associated pre-plan is currently in Ready for Review status, invoice data synchronized from the pre-plan cannot be updated.

What happens if I select Ignore Changes?

The invoice opens without applying the updated pre-plan information. You can continue working on other portions of the invoice while the synchronized fields remain unchanged.

What information can be updated?

Depending on what changed in the pre-plan, available updates may include the business name, invoice contact, billing address, and other synchronized information.