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Invoices Technical Reference

The Invoices module manages the official payment requests and records the fulfillment of goods or services. It is the primary driver of the system's Accrual Revenue metrics and acts as the gatekeeper for the Credit Pool.

1. Identification & Relationship Fields

  • Client [Input]: The primary account holder for the deal. Selection filters the available Purchase Orders and defaults the "Ship To" address on the PDF.
  • Purchase Order (PO) Number [Input]: The source document for the invoice.
    • Ripple: Selecting a PO automatically prefills the Bill To, Customer PO #, Terms, and all remaining unbilled Line Items.
  • Order Registry (CDX) [System]: Inherited automatically from the linked Purchase Order. This immutable link ensures the invoice is correctly grouped in the Order History and financial reports.
  • Invoice Number [Input/System]: The unique identifier for the document.
    • Logic: Defaults to the I-YYQSSSV format (Year, Quarter, Sequence, Checksum) but allows manual override for custom numbering schemes.
  • Bill To [Input]: The specific department or entity within the client's organization responsible for payment. Defaults to the PO's Bill To selection.
  • Customer PO # [Input]: A secondary reference field, typically used to store the client's internal tracking number. Inherited from the PO.

2. Scheduling & Logistics

  • Invoice Date [Input]: The date the fulfillment is recorded. Defaults to the current business day.
    • Ripple: This date determines which Monthly Statement the revenue is attributed to.
  • Terms (Net Days) [Input]: The number of days until payment is due.
    • Logic: Defaults to the PO override or the global system default (e.g., 30 days). Used to calculate the Due Date on the printed PDF.
  • Shipping Carrier [Input]: The service provider used for delivery.
    • Ripple: Selecting a carrier enables the Ship Date and Tracking Number fields.
  • Ship Date [Input]: The date the goods left the facility. Defaults to the current date upon carrier selection.
  • Tracking Number [Input]: The carrier-provided reference for the shipment.
  • Shipping Address [Input/System]: The Ship To address as it appears on the printed invoice.
    • Logic: This field is inherited "As-is" from the Client's Shipping Address default upon PO selection.
    • Flexibility: The text can be manually overridden for the specific Invoice without affecting the master Client record.
  • Billing Address [Input/System]: The Bill To address as it appears on the printed invoice.
    • Logic: This field is inherited "As-is" from the Client's Billing Address default upon PO selection or Bill To selection.
    • Flexibility: The text can be manually overridden for the specific Invoice without affecting the master Client record.

3. Financial Logic & Status

  • Status [System/Input]: The current lifecycle stage of the document.
    • Draft: Work-in-progress. Items do not yet count toward PO fulfillment or Revenue reports.
    • Open: Issued to the client. Revenue is now recognized in Accrual reports.
    • Completed: Payment received. The balance is settled.
  • Grand Total [System]: The raw mathematical sum of all line items (in cents).
    • Logic: This value can be negative if the "Applied Deposit" line item exceeds the value of billed products.
  • Total Due [Property]: The actual billable amount requested from the client.
    • Math: Calculated as max(0, Total Amount). It is never negative.
  • Remaining Credit [Property]: If the total of items is negative (meaning more deposit was applied than goods billed), the excess is represented here.
  • Balance [Property]: The amount remaining to be paid.
    • Math: Total Due minus Sum of Active Payments.
    • Ripple: If this value falls below the Invoice Threshold, the system automatically triggers the "Completed" status and generates a Write-off Adjustment.

4. Line Item Details (Sub-form)

  • Product [Input]: The Product from product catalog.
    • Logic: Selection pulls the default unit price and determines Document Placement (Standard, Tax, or Shipping).
  • Description [Input]: Specific details for this line. Prefilled from the source PO line.
  • Quantity [Input]: The number of units being fulfilled.
    • Logic: When generating from a PO, this defaults to the "Remaining Qty."
  • Unit Price [Input]: The price per unit in cents.
  • PO Line Link (po_item_id) [System]: A hidden database link to the specific row on the original Purchase Order.
    • Logic: This link is critical for preventing "Double-Billing." It ensures the system knows exactly which units of a contract have been fulfilled.

5. Metadata & Auditing

  • Internal Note [Input]: Private comments for internal use. Not visible on the printed PDF.
  • Terms & Notes [Input]: Instructions or terms included in the PDF footer. Defaults to global system terms on creation but is editable.
  • Version Counter [System]: Increments every time the document is "Issued." Used to track the version of issued PDFs in the attachment zone.
  • Attachments [Input/System]: Manual files added by the user (e.g., proof of delivery), and system generated PDFs during the "Issue" process.
  • Activity Log [System]: Displays the chronological record of every change made to the invoice, including user identity and the modified fields.