Manage Invoices

Table of Contents

• View an Invoice
• Edit an Invoice
  • Regenerate Taxes
• Delete a Draft Invoice
• Reverse a Posted Invoice
• Refund a Negative Invoice
• Import Invoices
• Export Invoices
• Bulk Export Invoice PDFs

View an Invoice

Steps: 

1. Navigate to Menu > Operations > Invoices. 
2. Locate the invoice to view and click View from the Actions menu. 
   

Edit an Invoice

Generally invoices are auto-generated. If something is incorrect, the best practice is to delete the draft invoice and modify the Subscription's Billing Schedule or Order before regenerating the invoice.

However, there are situations when the invoice is posted and you want to change a few details before sending it out. The ability to edit an invoice must first be enabled via Menu > Setup > General Settings > Invoice Settings. 

Steps:

1. Navigate to Menu > Operations > Invoices. 
2. Locate the Invoice to edit and click Edit from the Actions menu. 
3. Edit the Invoice as needed.
4. Save when finished. 

Regenerate Taxes

Taxes on Invoices may need to be recalculated for various reasons. Examples include changing the Shipping Address on the Customer Details page, tax rate changes, or Avalara connection failures. 

Taxes can be recalculated for Draft and Posted status Invoices when editing an Invoice.

Note: Regenerate Taxes is not required when editing the line item quantity as taxes are automatically regenerated for this sort of edit. 

When line items are edited within an Invoice and the Regenerate Taxes option is selected, the follow occurs: 

• The taxes associated with the line item are regenerated. 
• The Invoice PDF is regenerated. The user can manually resend the Invoice PDF email, if needed. 
• Any associated Journal Entries are updated. For Journal Entries in a closed period, a catch up Journal Entry is captured.

Steps: 

Update the Invoice as needed, save, and then click Regenerate Taxes from the More menu.

Delete a Draft Invoice

Steps:

1. Navigate to Menu > Operations > Invoices. 
2. Locate the Invoice to delete and click Delete from the Actions Menu. 
3. Click Delete to confirm the deletion.

Reverse a Posted Invoice

Refer to Reverse an Invoice for additional details. 

Refund a Negative Invoice

Most negative charges as a result of partial period changes will get evened out with positive charges. However, there will be situations like cancellations where a negative charge will be invoiced as a negative invoice. See Manage Refunds for details on refunding negative invoices.

Import Invoices

Use Ordway's Import Wizard to quickly import Invoices into Ordway. 

Export Invoices

Invoices can be exported and utilized for a variety of purposes. One benefit of exporting invoices is verifying when invoices have been emailed. 

Steps:

1. Navigate to Menu > Operations > Invoices. 

2. Click Export from the More menu or select individual invoices and click Export from the More menu.

3. Specify export options: 

First select filter criteria for the export: 

• All Invoices: Export all records.
• Current Search: Export data based on selected search criteria.
• By Date Range: Used for transactional data only. When selected, export contains only transactions during the selected date range. 

4. Select Export format and process offline, when needed. 

• Export Format: Select XLSX or CSV format.
• Process Offline: When selected, provide an email address to send the export to. 

5. Click Export when finished. 

6. The export will load and prompt you to save the file.

Bulk Export Invoice PDFs

Use Ordway's GET Invoices call to bulk export Invoice PDFs. Use Postman or Curl to loop through all invoices and download them. Or contact Support to request a Professional Services engagement for Ordway to perform this task on your behalf.