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How to Commit or Uncommit an Invoice

Why you should commit invoices in Abtrac

In Abtrac the status of committed is used to lock invoices.

Marking an invoices as committed is also used to signal that the invoice has been completed.

Committing an invoice will prevent users with lesser access from editing the invoice document. In Abtrac, users can commit and uncommit invoices based on their user group privileges.

Typically, we recommend that an invoice isn’t sent via email unless it is committed.

When an invoice is committed it is not immediately visible from the Load invoice screen.

Using invoice status along with committing an invoice

Invoice Status works in combination with committing invoices and it is used to manage the process of sending an invoice.

See more in the article on Invoice Status.

Typically, we recommend that an invoice isn’t sent via email unless it is committed. You can email an uncommitted invoice, but we recommend that you commit the invoice first and then send it through.

An invoice cannot be sent as an eInvoice unless it is committed.

See more in How to send eInvoices from Abtrac.

Committing an Invoice

From Invoices >> Load Invoices >> click on the relevant invoice number to go into the Invoice Management page for that invoice >> click on the Commit Invoice button

The following box appears. Click ‘Yes’ to commit the invoice.

This commits the invoice and also changes the Invoice Status to Committed.

Committing and Uncommitting Invoices in Bulk

You can bulk commit or uncommit invoices from the Invoices >> Load Invoices screen.

You can do this by selecting the invoice/s, clicking on the ‘Manage Status’ button and updating the status to ‘Committed’ or to any of the uncommitted statuses.

The ‘Manage Status’ button can be used to change the status of invoices in bulk during the month end invoicing process.

You can also commit invoices by selecting the invoice/s and by clicking on the ‘Commit Selected’ button in the Load Invoices screen.

Viewing Committed Invoices, Uncommitted Invoices or All Invoices

The invoices can be viewed from the Invoices >> Load Invoices screen by clicking on the invoice number.

The Load Invoices screen shows uncommitted invoices (unchecked) from 3 months backward and forward of the current date by default.

Choose the required date range for viewing old invoices.

If the ‘Date From’ is less than or equal to a year from the current date, then it can be saved by clicking the ‘Apply’ button in the Grid Layout.

To view committed invoices, select the ‘Checked’ option for ‘Committed’ column header in the grid.

You can also choose to use the search filters for the column headers in the grid to view specific invoices. See Filtering results and searching.

If you want to preview all invoices for a single job, check out this article – How to Preview All Invoices for a Job.

Editing invoices that have been committed

Any user with the User Privilege setting to commit/uncommit an invoice can go back and edit the invoice after uncommitting it.

Before uncommitting an invoice to edit it, be careful and check whether the invoice has already gone to a client. In such a case you may need to resend the edited invoice to the client. If a number of days have passed since the invoice had been sent, then you might need to create an adjustment note instead.

From Invoices >> Load Invoices >> click on the relevant invoice number to go into the Invoice Management page for that invoice >> click on the Un-commit Invoice button

The following box appears. Click ‘Yes’ to Un-commit the invoice.

Once you Un-commit the invoice, you can then manually choose the desired ‘Invoice Status’ from the dropdown and save the changes.

Sent eInvoices cannot be edited – except for GL codes – even once they are uncommitted.

Uncommitting invoices that have been shared with your accounts

If you uncommit an invoice that is linked to an accounts batch  you’ll be prompted to choose whether to leave the invoice in it’s original batch or to remove it from the upload batch and make it available to re-upload to your accounts.

Administration Settings: Choosing who can commit and uncommit an invoice

From Administration >> Employees >> User Group Management, you can manage who can commit and uncommit an invoice.

Click on the Manage Privileges button for the relevant user group (Managers in this example). The ‘Manage User Privileges’ box appears.

Tick the Full Access box for Invoice Commit. This enables the users in this group to both commit and uncommit invoices. Save the changes.

Typically, in a business scenario, junior members will go through timesheets, liaise with project managers and then they would mark the invoice status as ready to send. The invoice will then be handed over to senior members who have higher privileges to commit and send it.

Administration Settings: System lock date for invoices

In Abtrac you can set a date in Administration >> Settings >> System Settings >> Miscellaneous Configuration to prevent any entries in your database being entered before this date.

Choose a date and save the record.

This locks all timesheets and invoices, so nothing can be entered, created or edited with a date equal to or less than the lock date.

Businesses would do this after closing off the last month end, or last quarter for example.

Any user with access to System Settings is able to adjust the lock date.

It’s recommended when using this feature to create two admin user groups, one with full access to System Settings and one without.

Abtrac KB# 2047

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