There are several ways you can edit an invoice within MobiWork. You can edit the invoice either through the Invoice feature page or going through the "Billing" tab of the View Work Order or View Customer pop-up windows.
Invoice List View Page
The easiest way to edit your invoice(s) is to access them from "List" tab. Please see the Invoices List page for more information on how to access this page. This page also provides the most options for how to edit your invoice:
- Clicking on the Invoice ID to open the View Invoice pop-up window:
- In the upper right-corner of the View Invoice pop-up window, you will see the Individual Actions button. Depending on which option you select, you will be able to edit either the invoice itself or aspects of the invoice:
- Please note that there are many ways that you can access the View Invoice pop-up window. Please see the View an Invoice page for the different ways that you can open the View Invoice pop-up window.
Right-clicking on the "List" tab to open the right-click options. (The options that are displayed when you right-click on an invoice are also available when you select the Individual Actions button.)
Selecting the More Actions button from the "Global Actions" section. Please note that this option will give you the ability to edit multiple invoices at once.
Clicking on the Individual Actions button (the three vertical dots) from the "Actions" column. (The options that are displayed from the Individual Actions button are the same as when you right-click on an invoice.)
Work Orders Billing Tab
To see how to access the "Billing" tab for View Work Order pop-up window, please see the View Work Order page:
- Once you are on the "Billing" tab for the View Work Order pop-up window there are two different ways you can edit an invoice:
- You can right-click on the desired invoice and from the drop-down menu select the "Edit" option.
- You can click on the Individual Actions button of the desired invoice and from the drop-down menu select the "Edit" option.
The Edit Invoice pop-up window will then appear.
Sales Order Billing Tab
To see how to access the "Billing" tab for View Sales Order pop-up window, please see the View Sales Order page:
- Once you are on the "Billing" tab for the View Sales Order pop-up window there are two different ways you can edit an invoice:
- You can right-click on the desired invoice and from the drop-down menu select the "Edit" option.
- You can click on the Individual Actions button of the desired invoice and from the drop-down menu select the "Edit" option.
The Edit Invoice pop-up window will then appear.
The option to edit an invoice is different from editing the status; with the edit option you can update more fields (e.g., not only the status but also the date, terms, tax, etc.). Editing the status will only change the status of a selected invoice.
There are five different ways to edit an individual invoice. The aforementioned section, How to Access the Page, will illustrate how to navigate to the methods listed below:
- Clicking on the Invoice ID of a specific invoice to open the View Invoice pop-up window and selecting the "Edit" option from the drop-down:
- Right-clicking on the "List" tab and selecting the "Edit" option from the drop-down menu:
- Clicking on the Individual Actions of a specific invoice and selecting the "Edit" option from the drop-down menu:
- Accessing the "Billing" tab from the View Work Orders pop-up window and selecting the "Edit" option from the Individual Actions button or by right-clicking the desired invoice:
- Accessing the "Billing" tab from the View Sales Order pop-up window and selecting the "Edit" option from the Individual Actions button or by right-clicking the desired invoice:
Regardless of the method you choose, you will be redirected to the Edit Invoice pop-up window.
Edit an Invoice Pop-up Window
If you choose to edit an individual invoice the Edit Invoice pop-up window will then appear:
| Name: | Description: |
|---|---|
| "Invoice Status" | Select the invoice status (i.e. "Open," "Checked Out," "Service Completed," "Customer Invoiced," "Paid," and "Cancelled") For more information about the Invoice Status please see the View an Invoice page. |
| "Invoice Date" | The date the invoice is generated will automatically be generated. The calendar icon to the right of this field can be clicked on to choose a different date. |
| "Service Completion Date" | Enter the expected completion date of the service or appointment. The calendar icon to the right of this field can be clicked on to select a specific date. |
| "Due Date" | Enter the payment due date for the invoice. The calendar icon to the right of this field can be clicked on to select a specific date. |
| "Invoice Category" | How the invoice will be categorized in your system (e.g. repair invoice, service invoice, etc.). |
| "Terms" | Select the Terms of your invoice. The terms and conditions of how the invoice should be paid, (e.g., due on receipt, net 15, net 20, etc.). If there are "net" terms and no due date MobiWork will automatically be able to calculate the due date based on the "net" selected. |
| "Shipping Cost" | Enter the shipping cost of the product. |
| "Sales Tax" | Enter the sales tax percentage for the invoice |
| "PO Number" | Enter the purchase number for the invoice. |
| "External Invoice Number" | Input the external number (outside of MobiWork) of the invoice; this number can be from QuickBooks or another third-party accounting software. |
| "External Invoice ID" | Input the external ID (outside of MobiWork) of the invoice; this number can be from QuickBooks or another third-party accounting software. |
| "Comments Displayed on Invoice" | Input any comments related to the invoice that you would like displayed on the invoice. |
Once you set an invoice's status to "Customer Invoiced" or use the "Lock Invoice" option from the right-click / Individual Actions drop-down menus, you will be unable to edit the line items:
If you need to edit the line items of an invoice that has the status set to "Customer Invoiced" or has been locked, your MobiWork administrator will first need to unlock the invoice.
To unlock the invoice, the MobiWork administrator will need to select the "Unlock" option from the right-click actions or Individual Actions from the "List" tab, or through the View Invoice pop-up window:
The ability to edit the line items (e.g., Apply Markup, Apply Discount, Add Part, Add Service) will then reappear.
If you set your invoice's status to "Open" and then back to "Customer Invoiced" you will be able to lock the line items for your invoice again.
If you would like to only edit the billing address of an invoice, you will be able to do so through the View Invoice pop-up window. To see how to access this pop-up window, please see the View an Invoice page.
Please see the steps below for how to edit the billing address of your invoice:
- Open the View Invoice pop-up window.
- Click on the Individual Actions (three vertical dots) in the upper right-corner of the pop-up window.
- From the drop-down menu select the "Edit Billing Address" option:
- The Edit Billing Address pop-up window will then appear; you can choose to use the "Customer Billing Address" or a "Different Address:"
- If you choose to use the "Different Address" option you will then need to input the location name, street address, city, country, state, and zip code of the location where you would want the invoice addressed to.
- You can click on the Verify Address to make sure that the address that you input is correct:
Once you are done, click the Save button to finish making changes to the billing address; please note that you can only update the billing address one invoice at a time.
Instead of editing the entire invoice, MobiWork gives you the option to update only the status. There are three different ways to edit the status for an individual invoice; the section, How to Access the Page will illustrate how to navigate to the methods listed below:
Clicking on the Invoice ID of a specific invoice to open the View Invoice pop-up window and selecting the "Edit Status" option from the drop-down:
Right-clicking on the "List" tab and selecting the "Edit Status" option from the drop-down menu:
Clicking on the Individual Actions of a specific invoice and selecting the "Edit Status" option from the drop-down menu:
Regardless of the method you choose to edit the status of an invoice, the Edit Invoice Status pop-up window will appear:
For more information about the Invoice Status, please see the View an Invoice page.
MobiWork allows you to edit multiple invoices at once, thus saving you time from having to update invoices one at a time. You can update multiple invoices in two ways: through the More Actions button or through Excel.
With More Actions
You can access the More Actions button through the Invoice feature page. For more information on how to access this page, please see the Invoices List for more information:- Check off the desired invoices you would like to edit; if you would like to edit all your invoices you can click on the topmost checkbox (Multiple Selection Area) located in the "List" column:
- Click on the More Actions button and from the drop-down select the "Edit Selected Invoices" option:
- Once you click on the "Edit Selected Invoices" option the Edit Selected Invoices pop-up window will appear:
- From the pop-up window, select the new values for the "New Status" and "Integration Status" drop-downs:
- The "New Status" will update the payment status of the invoices. (e.g., if the invoice is "Paid," "Cancelled," "Open," etc.).
- The "Integration Status" will update the status of the invoices integrating with a third-party software solution. (e.g., QuickBooks). For more information about the Integration Status please see the View an Invoice page.
- Once you have selected the new values from the drop-downs, click on the Save button.
With Excel
You can also edit invoices in bulk through Excel; this process will enable you to update more than just the status of the invoices:
First, you would need to select the desired invoices and then select the "Export Invoices Line Items to Excel" or the "Export Invoices to Excel" option. For more information on how to export invoices please see Export Invoices.
Once you have the exported file, you can make the changes directly to the Excel document:
Once you are done updating your invoices, you can import the Excel file back into MobiWork. For more information on how to import invoices, please see the Import Invoices page.
