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Is it possible to change the invoice customer on a project with transactions? The customer is asking for a credit note and wants the invoice to be sent to another company. Our current process to handle these situations is to make a negative on-account transaction-> make a credit note-> create a negative sales expense in the forecast to write down the order value-> create a subproject and the new invoice.
I have tried to change the Project contract ID after the credit note has been issued, but then I get the error message "Can not change the project contract because transaction exists for the associated project *X*". We frequently experience customers rejecting the invoices after the project is finalized because they typically want associated companies to pay for the invoices instead.
Is there an easier way to handle this?
Hi Mari EB. Is this for F&O only, CE only or integrated? For CE only (and I believe integrated as well) the only solution that I can immediately think of is to:
- Set the hours for the original invoice as non chargeable and confirm the original invoice.
- Reverse the Cost Actuals AND Unbilled Sales Actuals with Journals to have transactional consistency (edited since originally posting).
- Set Project Contract Line Customer as customer B with split billing percent as 100 (original customer's split billing percent will be set to 0).
- Manually create a new Unbilled Sales Actual with Journals (set the project contract line customer to customer B).
- Manually create a new Cost Actual with Journals.
- Create an invoice. This will pick up the new project contract line customer (customer B) on the invoice. Happy times!
This is the first thing that comes to mind. I tried using time entry corrections but as there is billing activity, this can't be done. Also setting a project contract line customer won't change the customer for existing actuals.
Edit:Instead of creating an UB sales and cost actual with journals, you can also start from scratch with time entries. However, I think it's not a consultant's fault if a PM/accounts receivable makes a mistake with invoicing so I'd push the manual labor to using journal and to a PM/accounts receivable. Then again, journals require VERY good knowledge and precision and a lot can go wrong with them.
Before time entries can be corrected with journals this is a fair amount of manual work. Above all I would voice out to process improvement. Don't invoice before you are aware of the customer to be invoiced. I know it's not black and white but a lot of times it's more about wanting to do things right instead of invoicing quickly to get monthly figures pretty.
Hi Antti Pajunen,
Thank you for your answer!
This has been very helpful.
Best regards,Mari Eide
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