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Ad Hoc Manual Invoices

Ad hoc manual invoices provide a way to correct previously issued invoices such as amounts or taxes and administrative properties such as the billing account name or address of previously issued invoices. Manual invoices are based on existing invoices, either in whole or for individual line items also known as invoice items. A manual invoice may be based on more than one invoice.

Unlike reverse and reissue functionality that acts on an entire invoice, with ad hoc manual invoices, you can modify only selected invoice items. With Gotransverse UI 2.0, you can create and approve a manual invoice, save and edit a draft manual invoice, or preview the calculated taxes.

Creating and Approving an Ad Hoc Manual Invoice

A manual invoice can be created based on an existing invoice or by using invoice items from multiple invoices. To create an ad hoc manual invoice:

  1. Navigate to the desired billing account and do one of the following:
    • From the account action menu, select Create Manual Invoice.
    • Go to the Invoices tab and next to the original invoice, under Actions, click the ellipsis button , then select Create Manual Invoice.
    • When viewing a manual invoice, from the invoice action menu, select Create Manual Invoice.
    • Note: When you create a manual invoice straight from the Invoices tab or the invoice action menu, all invoice item charges within the given invoice automatically load to the form.

  2. On the Create Manual Invoice page, enter the following:
    • Invoice Date*—Enter the date of the invoice. By default, it’s set to the current date. This date can be backdated to the oldest open service period. When editing the invoice, the invoice date can be changed:
      • The first time you save the draft. However, you cannot change the invoice date through additional Save Draft action.
      • On the Tax Preview action.
      • On the Approve action. However, if the invoice date was changed after the tax preview, the Approve action will not process that change.
    • Tax as of Date*—Enter the date to use when calculating taxes. For Tax Essentials, the active tax table as of this date is used. Other tax engines use this date in a similar way.
    • Reason*—Select the manual invoice reason from the list.
  3. Add the needed invoice items and make the required edits, if desired. You can configure the following for each invoice item:
    • Reason*—Select a custom reason for creating a manual invoice for this invoice item. Once the manual invoice reason is selected for the invoice, its field defaults to that manual invoice reason.
    • Description—Modify the description of the invoice item.
    • Start Date*—Modify the start date of the invoice item, if desired. By default, it’s set to the start date of the invoice item charge pulled from the original invoice.
    • End Date*—Select a new end date for the invoice item. By default, it’s set to the end date of the invoice item charge pulled from the original invoice
    • Click the delete button next to the desired invoice items to remove items that you no longer need.

      Note: With the Configure Fields button, you can also add the following fields: External Number and Description.

  4. Configure the following for invoice item charges:
    • Unit Price*—Change the unit price for the invoice item.
    • Quantity*—Change the quantity of the invoice item.
    • Submit for Taxation*—Select the check box to submit this invoice item for taxation. By default, this is selected for all non-tax charges. Tax charges are never submitted for taxation. You may not want to submit a charge for taxation if you are modifying the tax amount yourself.
    • Click the delete button next to the desired invoice item charges to remove charges that you no longer need.

    • Note: After you modify a default value, a check mark appears next to it. If the value you entered is not valid, the error icon appears instead.

  5. Click Approve to save your changes, calculate taxes, and post the manual invoice.

    On the Create Manual Invoice page, you can alternatively perform the following manual invoice actions:

    • Click Delete to delete a draft manual invoice. This is not available if you clicked the Tax Preview button.
    • Click Save Draft to save the current version of a draft manual invoice. This is not available if you clicked the Tax Preview button.
    • Click Tax Preview to save your changes and send the invoice to the relevant tax engine. When the invoice returns, new taxes display on invoice item charges for which Submit for Taxation was selected.

Note: Ad hoc manual invoices have the same set of available actions as regular invoices except for the ability to download usage.

Ad hoc manual invoice status

Ad hoc manual invoices can appear on the Invoices tab with different statuses depending on prior action taken:

  • If you approve a manual invoice, it appears on the Invoices tab with an Open or Closed status.
  • If you save a draft manual invoice without approving it, the invoice appears on the Invoices tab with a Draft status.
  • If you request a tax preview, the manual invoice appears on the Invoices tab with a Processing status.

Adding Invoice Items

You can add invoice items to the ad hoc manual invoice by either selecting a specific invoice, or browsing the existing invoices, charge categories, service types, or services.

Note: A manual invoice form pulls in all invoice item charges for each selected invoice item.

To browse the available invoice items, start typing the invoice number into the Search box located at the bottom of the Create Manual Invoice page and select the desired invoice from the drop-down list OR use the extended Browse functionality.

Note: By using the Search field, all invoice item charges from the selected invoice are added to the given manual invoice. You may load invoice items from multiple invoices in the same manual invoice.

To browse for invoice items:

  1. Click the Browse button next to the Create Manual Invoice page Search box.
  2. In the Browse Invoice Items window, enter the desired browse criteria:
    • By Invoice Number—Start typing the invoice number.
    • By Charge Category—Start typing the name of the charge category or select it from the drop-down list
    • By Service Types— Start typing the name of the service type or select it from the drop-down list.
    • By Service ID—Start typing the associated Service ID.

    Note: Click the Reset button to clear the search criteria.

  3. Select check boxes next to the invoice items you want to add to the manual invoice.

  4. To save your changes, click Add to Invoice.

Note: To discard your changes and return to the Create Manual Invoice page, click Cancel.

The invoice items you selected are added to the manual invoice.

Filtering Invoice Items

To filter ad hoc manual invoice items displayed on the Create Manual Invoice page, you can create one or several filters.

To create a new filter:

  1. Click the Add filter button under Invoice Items.

  2. In the Create Filter window, enter the following fields:
    • Column*—Select the filter criteria: Charge Type, Description, Unit Price, Quantity, Amount, Submit for Taxation, Service ID, Service Type.
    • Filter Condition*—Select the desired filter condition: Equals, Does not equal, Less or equal (only for numeric value ranges), More or equal (only for numeric value ranges).
    • Value*—Enter the value for filtering.

  3. To create the filter, click Create.

Note: To create the filter and open another Create Filter window, select the Create Another check box, then click Create.

After creating a filter, the Create Manual Invoice page displays only the invoice items that meet the predefined filter criteria.

Deleting a Filter

To delete a filter for manual invoice items:

  • Click the close icon next to the filter you no longer need.

The Create Manual Invoice page displays invoice items with no regard to previously deleted filters.

Saving a Draft Ad Hoc Manual Invoice

Before requesting a tax preview or approving a manual invoice that you created, you can save a draft version to review later.

To save a draft manual invoice:

  1. Create a new manual invoice.
  2. After you add and configure the invoice items, click Save Draft.

You can find your draft manual invoice on the Invoices tab with a Draft status. After save a draft manual invoice, you can edit or delete it.

Editing a Draft Ad Hoc Manual Invoice

To edit an ad hoc manual invoice in Draft status:

  1. Navigate to the desired billing account, then click the Invoices tab.
  2. Find the draft manual invoice you want to edit and do one of the following:
    • Next to the needed invoice, under Actions, click the ellipsis button , then select Edit Draft Invoice.
    • Click the needed invoice, then select Edit Draft Invoice from the action menu.
  3. On the Create Manual Invoice page, edit the desired fields.
  4. Click Approve to save your changes, calculate taxes, and post the manual invoice.

Note: If you do not want to approve the invoice yet, you can proceed with other actions available for ad hoc manual invoices such as delete, preview taxes, or save a draft.

Deleting a Draft Ad Hoc Manual Invoice

To delete an ad hoc manual invoice in Draft status:

  1. Navigate to the desired billing account, then click the Invoices tab.
  2. Find the draft manual invoice that you want to delete and do one of the following:
    • Next to the needed invoice, under Actions, click the ellipsis button , and then select Delete Draft Invoice.
    • Click the needed invoice, then select Delete Draft Invoice from the action menu.

  3. In the confirmation window, click Yes.

The draft manual invoice is deleted, and no longer available on the Invoices tab.

Previewing Taxes on an Ad Hoc Manual Invoices

Ad hoc manual invoices provide a way to preview the entire invoice total including taxes prior to approving the manual invoice. If there was a change to a billing account’s taxable status such as a new postal code or updates in the tax exemption status, you can verify if taxes were calculated correctly by using the Tax Preview functionality.

To preview taxes on the invoice:

  1. Create a new manual invoice.
  2. After you add and configure the invoice items, click Tax Preview. You can view calculated taxes in the Tax Amount column next to each taxable invoice item. However, you cannot edit any invoice item values while previewing the taxes.

    Note: By clicking the Tax Preview button, the platform saves a manual invoice into Processing status. You can edit it from the Invoices tab by clicking the ellipsis button under Actions, then select Edit Draft Invoice. At this point, you can either Approve creating a manual invoice or Revert to the latest content prior to taxation.

  3. Click Approve to save your changes, calculate taxes, and post the manual invoice.

Note: To return a draft invoice to edit mode, click Revert. Now, you can proceed with your changes and preview the calculated taxes again or approve the manual invoice without a tax preview.

  • If you selected Tax Preview and the Revert button is enabled, clicking Approve will post the manual invoice.
  • If you haven’t selected Tax Preview, clicking Approve will save your changes, calculate taxes, and post the manual invoice.

Performing Bulk Actions

Manual invoice bulk actions allow you to modify multiple invoice items or charges at once rather than one invoice item or charge at a time. Bulk actions are performed on all filtered invoice items when editing ad hoc manual invoices. If you haven’t applied filters, bulk actions are applied to all invoice items within an ad hoc manual invoice.

You can perform bulk actions only while an ad hoc manual invoice is still in Draft status, meaning before it is approved, while editing an invoice.

To use the bulk actions:

  1. On the Create Manual Invoice or Update Manual Invoice page, click the Bulk Edit button on the right under Invoice Items.
  2. Select the desired bulk action on invoice items or invoice item charges:

    Invoice Items

    Invoice Item Charges

    Note: Depending on the bulk action that you select, you are prompted to fill in different sets of fields.

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