Managing variations or changes in invoices often requires editing, removing, and re-adding them as part of a comprehensive workflow. This guide outlines how to accurately manage these processes in Buildxact.
Notes & Tips
Ensure that no one else is editing the job while making these updates to avoid conflicts or errors.
Confirm allocation percentages when re-adding change orders to prevent misalignments.
To prepare, edit, and re-add change orders (variations) in invoices, while maintaining the proper invoice and status updates in Buildxact, follow these steps:
Prepare the invoice and change order/variation for edits by setting the invoice status to Pending, this unlocks the invoice for modifications. Remove the change order/variation from the invoice and change the status of the change order/variation to Unsent, so that it becomes editable.
Make the edits and/or adjustments to the categories assigned to the change order/variation items. Clean up any empty categories if necessary and update the change order status to Accepted when you're done.
Re-add the change order/variation to the invoice and match the same percentage allocation as before.
Manually update the invoice status using the status dropdown menu on the screen. Set it to Sent or Invoiced.