Invoice settings in the Invoice tab of the Universal Tracking Application (UTA)/module Configuration Settings control invoice creation, line items, field terminology, and access roles.
Invoice Settings
The Invoice Settings section controls how invoices are created, tracked, and managed within a UTA/module, including fields, statuses, import/export behavior, and comment templates.
| Setting | Description |
|---|---|
| Custom Fields | Create and manage custom fields on invoice records. |
| List Views/Search Filters | Configure the invoice list view. |
| Invoice/Payment Types | Define the types available for invoices and payments. |
| Invoice/Payment Statuses | Define lifecycle statuses for invoices. |
| Ajax Variable Mappings | Insert variable mappings used when invoices are created via Ajax-based external record triggers. |
| Import Invoices/Payments | Bulk-import invoice and payment records. |
| Delete All Invoices/Payments | Removes all invoice and payment records from the UTA/module. Use with extreme caution. |
| Enable Receipts/Adjustments | Enables a receipt and adjustment sub-module within invoicing. |
| Invoice Creation Level | Whether invoices are created based on Level 1 records, Level 2 records, or External Records (via Ajax). |
| Invoice Item Level | Whether invoice line items correspond to Level 2 or Level 3 Activity records. |
| Copy Invoice Number From/To | The field the invoice number is copied from and the target field it is written to (for example, stamping the invoice number onto a Level 3 Activity record). |
| Invoice Void Status | The status assigned when an invoice is voided. |
| Partially Paid Status/Fully Paid Status | Statuses automatically assigned based on payment completion. |
| Comment Variables/Standard Comments | Configure reusable comment templates available when adding notes to invoices. |
Invoice Field Mapping
Invoice Field Mapping maps standard fields to the invoice record.
| Field | Description |
|---|---|
| Invoice Auto Number | The field used for auto-generated invoice numbers. |
| Invoice Number | The field that stores the displayable invoice number. |
| Invoice Company | The field that links the invoice to a company (external record). |
Invoice Field Terminology
Invoice Field Terminology customizes the display labels for standard invoice fields: Invoice Number, Invoice Date, Invoice Company, Amount, Tax 1, Tax 2.
Receipt/Adjustment Settings
The Receipt/Adjustment Settings section controls fields, list views, and closing behavior for the receipt and adjustment sub-module within invoicing.
| Setting | Description |
|---|---|
| Custom Fields/List Views | Configure custom fields and list view columns for receipt and adjustment records. |
| Auto Close Status | The invoice status automatically applied when a receipt fully closes the invoice. |
Receipt Field Terminology
Receipt Field Terminology customizes the display labels for receipt fields: Receipt Number, Receipt Date.
Invoice Access Role
Invoice Access Role controls which system roles can access invoice records within a UTA/module.
Invoice Item Settings
The Invoice Item Settings section controls fields, list views, and status behavior for invoice line items.
| Setting | Description |
|---|---|
| Custom Fields/List Views | Configure fields and display for invoice line item records. |
| Invoiced Item Set To | The status automatically applied to the linked Level 2 or Level 3 record when it is added to an invoice. |
| Invoiced Item Void Status | The status applied to a line item record when the invoice is voided. |
Invoice Item Field Mapping
Invoice Item Field Mapping maps fields from Level 2 or Level 3 Activity records to invoice line item fields: Item Detail, Item Quantity, Item Amount, Item Tax, Item Tax 2.
Invoice Item Terminology
Invoice Item Terminology customizes the display labels for invoice line item fields: Invoice Item Detail, Invoice Item Quantity, Invoice Item Amount, Invoice Item Full Amount, Invoice Item Tax, Invoice Item Tax 2.
Invoice Item Type and Status Filtering
Invoice Item Type and Status Filtering restricts which Level 2 or Level 3 Activity record types and statuses are eligible to appear as invoice line items. Only records matching the selected types and statuses are available when building an invoice.