In this article, we have compiled frequently asked questions regarding sales invoices.
Q: Is it possible to copy a created and sent invoice?
A: This is not possible.
Q: How can I correct an invoice that I have already sent to the financial management software?
A: The instructions may vary depending on the integration used. Please verify from the integration guide or contact our application support.
1) If the invoice has not yet been delivered to the customer, an invoice with the "Sent" status can be returned to the "Waiting" status through the settings in PSA, allowing it to be edited and resent. NOTE! In some integrations, resending the same invoice may not be possible, in which case the edited invoice should be marked as sent in PSA, and the same changes should be made to the sales invoice in the accounting software.
2) If an incorrect invoice has already been delivered to the customer, you can create a credit note for it. This will release the invoice material for re-invoicing.
Q: Can billed hours be returned for invoicing?
A: Yes, they can. You can release the billed hours or other invoice material for a previously generated invoice by clicking on the blue box next to the row and saving the changes. You can see from the 'Actual Costs' of the project on which invoice the cost has been billed.
Q: How can I mark individual working hours as 'not billable' even though the rest of the hours are billable?
A: You can mark individual hours and travel expenses as 'not billable' in the 'Billable' column of the 'Actual Costs' section of the project. This can only be done before they are connected to any invoicing material.
Q: Why do I see hours in the invoice material even though hours are not selected for billing on the project?
A: Even if the hours are defined as non-billable material for the project, the hours will still appear in the project invoice material in gray and with the label 'Attached hour' in the 'Invoice Material' field. The program is designed to offset these hours as zero-sum through project invoice materials without charging the customer.
You can only edit time entries if they have not yet been 'billed' or tied to a sent invoice.
Q: Can the invoice number of a deleted invoice be used for a new invoice?
A: The program assigns the next available invoice number to a new invoice. If the deleted invoice was the latest one, its invoice number will be reused. However, if there are other invoices after the deleted one, that number will not be used.
Q: Can a partial credit be issued for a sales invoice?
A: Currently, it is not possible to issue a partial credit for a sales invoice. The sales invoice must be credited in full.
Q: How can I tell if a sales invoice is created as a 'blank' invoice or a project invoice?
A: Project invoices have an 'Invoicing Material' button when the invoice is in edit mode. This is not present on a blank invoice.
Q: Can I add billable items from other projects to an automatic invoice?
A: If an automatic invoice does not have invoice material attached, you cannot select other projects and their materials for the invoice. However, if invoice material (hours/costs) has been activated for the automatic invoice, a sales invoice with project material will be generated, allowing you to select other projects from the same customer with their invoice material.
Q: The status of my sales invoice does not change even though it is paid in the financial management software. What should I do?
A: Check if the payment has been made in full. The status in the program will only change when the full amount has been paid. You can see the information in the 'Sales Invoices' list view in the columns: 'Total Sales Invoice incl. VAT' and 'Paid incl. VAT'.
Q: I need to send a payment reminder to the customer for a sales invoice. Where should I send the payment reminder?
A: Payment reminders are sent to the customer from the financial management software. In Heeros PSA, the payment reminder is marked as informative.
Q: Where does the billing address for sales invoices come from?
A: Invoice address is primarily derived from the project card's invoicing address when creating a sales invoice. The project's address, in turn, is obtained from the customer card unless a separate address has been added to the project.
After saving the invoice, any changes made to the customer's or project's address do not update directly on the invoice. Instead, the invoice recipient section must be reselected with the address information to ensure the update.
If a customer has received a paper sales invoice instead of an email invoice, it should be verified whether the invoicing email address on the customer card is correct.