Other Settings

The Invoices application has many configurable parts including add-on functionality and interaction with how you are managing your projects.

To access the Invoices Other settings:

1. Go to Administration > Application Settings > Invoices > Other settings.

Disable editing of invoiced charges: Charges may be edited within the Invoices application. This ability is controlled by application role settings. By default, a charge that has been included on an open invoice may also be edited directly within the invoice via the Change charges link. Activation of this feature disables the ability to edit charges within an invoice. Therefore, to edit charges on an invoice, all charges must be removed from the invoice first, modified, then reapplied to the invoice as appropriate using the Change charges link within the invoice.

Disable editing of exported invoices: Charges may be edited within the Invoices application. By default, a charge that is included in an invoice may also be edited directly within the invoice via the Change charges link. If you are exporting invoices from OpenAir for upload or integration with an accounting system, an export flag is set for invoices that have been exported. This is how OpenAir tracks what new invoices must be exported each time the export is run. Activation of this feature disables the ability to edit charges on an invoice that has been exported.

To edit charges, the invoice must be unexported and then unapproved (if it has already been approved) to remove the desired charges from the invoice. Charges may be modified and reapplied to the invoice using the Change charges link within the invoice. The invoice can now be exported again whenever the next export is scheduled to be run.

Important:

If you are interfacing invoices with another system, the invoice in the other system must be deleted if the invoice has been unexported within OpenAir. This is to avoid duplicate invoice creation in the other system when the OpenAir invoices are exported again.

Allow project over-ride of billing/shipping/sold to contact: If this option is not selected, then the identified billing contacts for the customer are available to be set on the invoice itself. With this option checked, a field displays on the project form allowing a specific billing contact to be associated with the project. This option is useful if you are creating separate invoices per project.

One project per invoice: If this option is not selected, then invoices can be created at the customer level and include billing charges for multiple projects. When using the Create multiple invoices option in the Invoices application, you still have the option to check invoice creation by project or employee. If this option is selected, the system defaults to by project invoice creation for individual invoices as well as multiple invoice creation. You may still chose to create invoices by employee in the multiple invoice create option, but if the one project per invoice option is enabled, then the invoices are created per employee, per project.

Enable shipping contacts: By default, contacts created in OpenAir can be associated with an employee as a general contact or identified as a billing contact. Enabling a shipping contact provides an associated field on the Create contact form to identify whether the contact can be used as a shipping contact.

Require a description on charges: When creating an invoice charge within the Invoices application, the description field is left blank by default. This option requires some type of entry into the description field, most likely due to the invoice layouts displaying the description field. If you create charges from Billing Rules on projects, the charge description can be set via the billing rule to ensure the value is always populated. Setting this option does not make the charge description field on billing rules a required field. Therefore, you still need to ensure the charge description field is entered properly.

Require a service on charges: When creating an invoice charge within the Invoices application, the Service field by default is left blank. This option requires a selection of a service value. Services may drive an integration with an accounting package within your environment, which makes setting the service field critical.

Other reasons why a service would be required include a display of the service on invoice layouts or the use of the service to capture project-related metrics and categories for reporting. If you are creating charges from billing rules on projects, the service drop-down list can be set in the billing rule to ensure the value is always populated. Enabling Require a service on charges does not make the service field on billing rules a required field. This is a separate setting within the project options area that is recommended should you decide to activate the service on charges is required option for invoices.

Sort numerically when sorting the invoice list by invoice number: Invoices are assigned a number using the Invoice options form under Invoices Settings. Each customer, however, may have a specific invoice prefix and it could be alphabetic. Activating the sort numerically setting ignores the invoice prefix values and displays invoices in the order of the number assignment when you click on the Invoice # column header.

Invoices tab defaults to a list of: Sets the default landing page for the Invoices application to the Invoice tab rather than Charges tab.