How do I correct a previous invoice that impacts a current invoice?

Projectmates invoices are designed to build upon each other, like bricks in a wall. If an error is discovered on an earlier invoice, or even in the contract or change order connected to that invoice, then all invoices created after the error would need to be removed from Projectmates. Once those are removed, and the error on the earlier invoice is corrected, the other invoices can be recreated and go through the approval process again.

Removing data from the system can be intimidating. We've outlined a process that eliminates the possibility of data loss, helping to make those corrections be less daunting. Follow the steps below to work through this process.

Helpful Hint: It is best practice for a Project Admin and/or Site Admin to walk through this process, as they have all of the access rights required to go through the necessary steps.

Download all existing invoices created after the one with the error.

1. Create a new folder on your local device.
2. For each individual invoice that is impacted, download the Printer-Friendly PDF and save it in the folder.
3. Download all attachments from the impacted invoices and save them in the folder.

Delete the invoices that were created after the error occurred.

Helpful Hint: Delete access rights are typically restricted to the internal team and/or Admin users. If you do not have the ability to delete items, reach out to the Project Admin for assistance..

Correct the error.

1. Reset the approval for the affect invoice so that it can be edited.
2. Correct the error(s) in the invoice details.
3. Re-start the approval workflow for the invoice.

Re-create the deleted invoices.

1. Once the corrected invoice has been approved, you can begin re-creating the invoices that were deleted.

   Helpful Hint: Invoices need to be created in chronological order. Make sure that you re-create them in the correct order, awaiting each one to be approved prior to creating the next invoice.

2. Refer to the PDF versions of the invoices that you saved at the start to enter all of the details.

   Helpful Hint: Be especially careful to enter the Accounting Status and/or Payment Status data so it exactly matches the previous invoice.

3. Upload the PDF with the other attachments for posterity.
4. On the Approvals tab, click the gear icon to create a Custom Approval workflow. 

   Helpful Hint: This option is only available to Admin users.

5. Update the approval workflow to just include the Project Admin and/or Admin user, for ease-of-flow in these updates.
6. Click Start Custom Approval.
7. Approve the invoice using the Comment icon (recommended), and add a comment: "Original approvals are found in the attached PDF."

   Helpful Hint: The comment will display with the item and maintain historical data for any questions during future audits.