The steps below describe how to manually edit invoice or revenue numbers by typing in specific values. l TheRecognized Revenuenumber is never automatically modified based on manually entered
edits to the Invoice Units or Net Invoice Amount fields.
l Whether theInvoice UnitsandNet Invoice Amountfields impact each other depends on theSyn-
chronize manual edit(s) made to Invoice Units and Net Invoice Amount field(s)checkbox as explained inSynchronize manual edit(s) made to Invoice Units and Net Invoice Amount field(s)on the facing page.
To manually override invoice values, do the following:
1. Open the invoice by clicking its name in the Invoices grid.
The Invoice Line Items tab displays each line item in the invoice or a single line when using order invoicing.
2. If you wantInvoice UnitsandNet Invoice Amountedits to update each other, check theSyn- chronize manual edit(s) made to Invoice Units and Net Invoice Amount field(s)box. SeeSynchronize manual edit(s) made to Invoice Units and Net Invoice Amount field(s)on the facing pagefor more information about this checkbox.
3. Review theInvoice Units,Net Invoice Amount, andRecognized Revenuefields to determine which if any need to change.
Note:When you mouse over these fields, an i ( ) icon appears. If you mouse over the icon, a popup displays information on how the value was derived.
The color of the number is important:
l If these fields are black, they are editable and the invoice is unlocked. l If these fields are grey, they are not editable and the invoice is locked.
l If any of these fields are blue, then they contain either a manually typed override or their terms were changed using the Bulk Operations button.
Note:You may wish to use the View button, or the menu that appears when you right-click a line item’s name to see additional fields showing delivery or other sales details. All of these fields are described inUnderstanding Invoice Fieldson page 62.
4. If you need to override the numbers calculated by the system, double-click in the field you wish to edit and change the number.
The field becomes highlighted when you have an unsaved edit. If the Synchronize check box is checked, Invoice Units and Net Invoice Amount update each other when you tab, enter, or click out of the field you edited.
5. ClickSaveif you are certain you wish to make the override.
When you save, a manually changed number turns blue so that you are aware that it is an override. This override is permanent. The system will not change a value you have overridden based on modifications in the Sales module or changes to performance delivery numbers. However, while the invoice is unlocked, you can change the override again by double-clicking in the field and saving again. If you want to remove the override, you can use the Bulk Operations tool to set the terms to Invoice Schedule (from the sales order) as explained inOverriding Invoice Schedules or Reverting Overrideson the next page.
Note:In the Administration module, the“Invoice more than the cost of the order”setting determines whether the Net Invoice Amount cumulative for all periods can be more than the Net Cost field for the line. If this setting is No, the system prevents (caps) you from increasing the Net Invoice Amount above the Net Cost. If you increase an earlier period for a contracted basis above its suggested amount, the Net Invoice Amount in the last period is decreased to ensure the Net Cost is not exceeded. This check is done when you save and will include even a slight decimal variation. This invoicing organization setting can be overridden at the product level on a product’s Finance Settings tab in the Administration module.
Note:In the Administration module, the“Allow users to recognize more than the net cost of the line item or order?”setting applies to a line’s Recognized Revenue cumulative just like the “Invoice more than the cost of the order” applies to the Cumulative Net Invoice Amount. This invoicing organization set- ting can be overridden at the product level on a product’s Finance Settings tab in the Administration mod- ule.
For a contract basis, you can review what the system had originally suggested for an invoice number on the Invoice Schedule tab at any time. For a performance basis, the calculated amount and units as if the invoice were not overridden appear on the Invoice Schedule tab only while the invoice is locked.
Note:Editing a field manually changes its invoice terms toManual Entryfor the edited period only. The source for the term that appears when you mouse over the field becomesFinance Override. When Invoice Units and Net Invoice Amount are synchronized for the edit, they are both considered Manual Entry/Finance Override regardless of which one you actually entered.
Synchronize manual edit(s) made to Invoice Units and Net Invoice Amount field(s)
TheSynchronize manual edit(s) made to Invoice Units and Net Invoice Amount field(s)checkbox temporarily ensures that the Invoice Units and Net Invoice Amount reflect each other when one of them is overridden.
l If this box isnot checked, editing Invoice Units has no impact on Net Invoice Amount and vice versa.
l If this box ischecked, edits to Invoice Units and Net Invoice Amount fields impact each other. After you manually enter Invoice Units for a line, the Net Invoice Amount for that line is calculated based on those units you entered, the Net Unit Cost, and the Cost Method. If you enter the Net Invoice Amount, Invoice Units are calculated based on it in reverse, with units rounded to a whole number. However, be aware of the following:
l The check box is not available for order level invoices.
not remember that this was checked the next time you access the invoice.
l The link between the fields is temporary only while you are editing on the page. It does not establish a permanent relationship between the values.
l The update happens when you click, tab, or enter out of the Invoice Units or Net Invoice Amount field after making an edit.
l The number must change for the calculation to take place. If you click in and out without changing a value or re-enter the same value, the calculation does not occur.
l This functionality does not apply when the Cost Method is Flat Rate or SOV-Flat Rate. l Using Invoice Units to calculate the Net Invoice Amount is also available through the Bulk
Operations tool as explained inCalculating Amounts Based on Units/Quantityon page 55. This can also apply the Invoice Units to Recognized Revenue.
l The calculation does not enforce the capping setting that prevents the Cumulative Net Invoice Amount from being more than the Net Cost for the line item, However, when you attempt to save, the save is prevented until you manually fix any lines that are over the cap. Setting the Net Invoice Amount based on the Invoice Units through the Bulk Operations tool will cap, so if this becomes an issue, you may wish to manually enter Invoice Units with the Synchronize check box unchecked and then use the Bulk Operations tool.
l For Group Line Items, this uses the Net Unit Cost for the group line item itself, and does not weight child line items that might have different unit costs.