CTMS

Once invoices are created, you can edit invoice details and export invoice information by following the steps below.

Add a Billable Item to an Invoice

You can add billable items to an invoice in the Draft status.

1. Access Finance > Budgets & Billing > Invoices.
2. Select an invoice.
3. Select + Add Billable Item.
4. Select one or more billable items using checkboxes.
5. Select Save.

Remove a Billable Item from an Invoice

You can remove billable items in the Accrued or Invoiced states from invoices in the Draft, Sent, or Paid in Part states.

1. Access Finance > Budgets & Billing > Invoices.
2. Select an invoice.
3. In the Item Number column, select the X that appears to the right of an item number or use checkboxes to remove multiple billable items and then select Remove from Invoice.

Edit Invoice Details

You can update some of the fields in the Invoice Details section of an invoice in the Draft status.

1. Access Finance > Budgets & Billing > Invoices.
2. Select an invoice.
3. Select the Edit icon (pencil) to update the following fields:
   • Invoice Number: This field is auto-generated but can be edited.
   • External Invoice Number: An optional field for sites using an external billing system that need to reference an additional invoice number.
   • Purchase Order Number: An optional field to populate if a purchase order number is associated with the invoice.
   • Invoice Date: Required to advance and mark an invoice as Sent.
   • Payment Terms: The selected payment terms are applied to the Invoice Date to calculate and populate the Payment Due Date field.
   • Comments (Optional): Enter site-specific comments or instructions to appear on the invoice document (e.g., notes regarding screen failures or payment application). Comments are specific to the individual invoice and do not carry over to subsequent invoices.

Change the Status of an Invoice

You can change the invoice status on invoices in the Draft, Ready to Send, Sent, or Canceled states.

1. Access Finance > Budgets & Billing > Select Study > Invoices.
2. Select an invoice.
3. Select the appropriate state from the status dropdown button.

Export Billable Items

You can export an invoice’s billable items to a CSV file.

1. Access Finance > Budgets & Billing > Select Study > Invoices.
2. Select an invoice.
3. From the All Actions menu, select Export Billable Items.

View the Audit Trail of an Invoice

You can view and export (PDF or CSV) the audit trail of an invoice.

1. Access Finance > Budgets & Billing > Select Study > Invoices.
2. Select an invoice.
3. From the All Actions menu, select Audit Trail.
4. Apply filters as needed.
5. To export, select from the options available in the Actions menu.

Delete an Invoice

You cannot delete an invoice once created; however, invoices in the Draft state can be changed to the Canceled state.