Ad Hoc Manual Invoices

Ad hoc manual invoices provide a way to create a manual invoice using invoice line item charges based on previously issued invoices for that billing account. Creating an ad hoc manual invoice allows you to manage invoice item details like the description, service start and end dates, and invoice item charge details like price and quantity. You can save an ad hoc manual invoice as a draft which allows an opportunity to make edits to the invoice and preview tax before approval.

Ad hoc manual invoices are a useful tool for correcting an invoice when the financial details are not accurate. For example, a customer states that a price of an invoice item is incorrect. Follow the steps below to credit and rebill the invoice with the correct price:

  1. Reverse the original invoice to fully credit the invoice.
  2. Select Create Manual Invoice when viewing the original invoice to initiate an ad hoc manual invoice populated with the same invoice items as the original invoice.
  3. Edit the unit price of the invoice item.
  4. Approve the ad hoc manual invoice to rebill with the correct price.

Note: If the financial details are accurate, but the administrative details need to be changed, consider alternative options like regenerating an invoice, which only updates the non-financial information of an invoice PDF. Alternatively, you can reverse the original invoice to credit it and then reissue the original invoice. Reissuing an invoice creates a new manual invoice that duplicates the original invoice’s item charges and uses current administrative information and has an option to recalculate the tax.

An ad hoc manual invoice can include invoice items from more than one invoice posted to the billing account. It can also be entered with negative amounts to create a negative manual invoice that contains detailed invoice line item information unlike a credit adjustment, which only shows a total and does not have invoice line items.

For example, a customer states that their $100 monthly service for XYZ should have ended after the January invoice but they were invoiced $100 for XYZ in February and March. This happens when a deactivation date is not entered and the service continues to be billed. You can credit the billing account for both months by following the steps below to create an ad hoc manual invoice with negative amounts:

  1. Select Create Manual Invoice from the billing account action menu.
  2. Browse for and select the Invoice Items for XYZ from February and March.
  3. Edit the unit price of both invoice items to show a negative amount of -$100 each.
  4. Approve the ad hoc manual invoice to post a negative invoice for -$200 to the billing account.

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 Customer 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.
    • Tax as of Date*—Enter the date to use when calculating taxes. For Tax Essentials, the current tax table as of this date is used. The Tax as of Date defines the line item in that table that is to be used based on that date. Other tax engines use this date in a similar way.
    • Reason*—Select the manual invoice reason from the list.
    • Note: With the Configure Fields button, you can also add the following fields: External Number and Description.
  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. Manual invoice items default to the invoice reason and can be changed by the user.
    • 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.
  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. If you selected Tax Preview and need to make some changes or delete the draft, you must first click Revert, then proceed with updates.

Note: Ad hoc manual invoices have the same set of actions as regular invoices such as paying, adjusting, editing, regenerating, resending, reversing, and reissuing, 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:

  • DRAFT—The ad hoc manual invoice was saved as a draft.
  • PROCESSING—The ad hoc manual invoice is being processed by a bill batch, or it requested a tax preview and has not then been approved, canceled, or reverted back.
  • OPEN—The invoice is approved and not paid in full.
  • CLOSED—The invoice is approved and paid in full.

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 and Invoice Item Charges

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). Different filter operations appear based on the field type.
    • 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 Invoice action menu.

  3. On the Update 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 Invoice 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.


    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, including when it’s not in tax preview 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.