Principal invoices

A principal invoice is the finance record for an invoice issued on behalf of a principal. It sits after the sales-job work and before the principal payment flow.

If you need to…	Go to
Find an existing principal invoice	Find and open a principal invoice
Understand the list, record, and related tabs	Understand the principal-invoice screen
Change the record information	Update the principal-invoice record
Record a principal payment or deduction	Manage payments, deductions, and paid status
Continue with the general invoice status flow	Invoice lifecycle
Work in the separate payment routes	Record a payment

The application provides separate list and record routes for principal invoices. The finance navigation destination is Tracking Principal Invoices. A principal invoice belongs to the principal-side chain from principal sales invoice to principal incoming payment; the record can also carry the Awaiting Principal Payoff status.

In the finance workspace, Tracking Principal Invoices is the active principal-invoice tab. The same workspace also exposes All, Sales Invoices, Commission Invoices, and Incoming Payments.

Before you start

Prerequisites

You are signed in. The record routes require authentication.
The invoice record is loaded before record actions are available.
The finance feature is included in your subscription.
The list has a selected layout. The grid appears only after the layout is available.
The list is not in minimum layout when you need its status filters.
To use Save or Save and Close, you have permission to edit the record.
For a record action, check the current Status first. The status controls whether Consider As Paid, Consider As Not Paid, Comments, Deductions, Principal Payments, and Last Modifications are available.

Find and open a principal invoice

A principal-invoice list is the place to narrow the existing records before opening one record for review or editing.

Prerequisites

You can open /finance/principal-invoices or /finance/principal-invoices/view.

Steps

Open the principal-invoice list.

Check the finance heading, status filters, and list headers.
Select the filter that matches the work you need.

If you need to… Select
See every principal invoice All
See upcoming invoices Upcoming
See receivable invoices Receivable
See paid invoices Paid

Check the four status filters above the grid.
Select the invoice row you want to review.

If you need to…	Select
See every principal invoice	All
See upcoming invoices	Upcoming
See receivable invoices	Receivable
See paid invoices	Paid

Result: The selected principal-invoice record is open for review.

Export the current principal-invoice list

Prerequisites

The principal-invoice list is open.

Steps

Open the list toolbar's Settings menu.
Select Export.

Result: The export options for the current list are opened.

Understand the principal-invoice screen

The principal-invoice screen combines a list with a record form and status-dependent tabs. The list headers currently shown are:

Header group	List headers
Record and dates	Job no., Invoice No., Client, Principal, `Invoice date`, `Shipment date`
Amounts and notes	Note, Invoice amount, Paid, Deduction
State	Status

Compare the visible grid headers with the list you are using.

The record information includes the following fields:

Group	Fields
Record information	Client, Vendor, `Shipment Date`, Invoice Date, `Order Date`, `Delivery Date`
People and product	End User, Salesperson Responsible, Product Type, Job Title, Item Description
References	Vendor Order No., Client Order No., Invoice No., Note
Payment popup	Payment Date, comment, and the amount control
Deduction popup	Deduction reason, comment, and the amount control
Consider-as-paid popup	For Sure Paid, Probably Paid, and Reason For Consideration As Paid

The Payment Date, payment amount, and payment comment are required in the principal-payment popup. The payment amount must be at least 1, cannot exceed the remaining amount, and uses the #,##0.00 format. The payment date cannot be later than today.

The deduction amount, Deduction reason, and deduction comment are required in the principal-deduction popup. The deduction amount must be at least 1, cannot exceed the remaining amount, and uses the #,##0.00 format.

The Deduction reason list contains the reasons available to your company. The seeded options are Late Delivery, Technical Reason, Missed Parts, Missed Services, and Unreasoned.

The record tabs are Comments, Deductions, Principal Payments, and Last Modifications. The deductions grid uses Deduction reason, Amount, and Comment. The principal-payments grid uses Payment date, Amount, and Comment.

These tabs depend on the record and your access. Comments requires a loaded record, a non-upcoming and non-awaiting status, and the Comments subscription. Deductions requires a status of at least due. Principal Payments is hidden for a principal user. Last Modifications requires a loaded record that is not upcoming or awaiting payoff.

The add control on Deductions is available when the record is not paid or considered paid. The add control on Principal Payments is available for the due-to-paid payment statuses.

The list toolbar also exposes the button titles Refresh, Table Layout, and Settings. The columns you see depend on the saved list layout, so work from the headers visible in your list.

Note: Use the headers visible in your list when the saved layout supplies a different set of columns.

Use the numeric amount box in the popup you opened: the payment popup's box is the payment amount, and the deduction popup's box is the deduction amount.

Update the principal-invoice record

Updating a principal invoice changes the information held on the finance record. Client, Vendor, Invoice No., and Note are required only where your company configures them as mandatory; the other record fields listed above are not required by the form.

Prerequisites

You have opened a saved principal-invoice record.
You can edit the record.
You know which record information needs changing.

Steps

Select the field you need to change: Client, Vendor, the shipment, invoice, order, or delivery date field, End User, Salesperson Responsible, Product Type, Vendor Order No., Client Order No., Invoice No., Job Title, Item Description, or Note.
Enter or select the corrected value.
Choose the save action that matches what you want to do next.

If you want to… Select
Keep the record open after the update Save
Save the update and leave the record Save and Close
Read the success message after the update.

The message is Your request was completed successfully.
Choose what to do in the departure confirmation dialog.

If you want to… Select
Leave without saving Don't Save
Save and leave Save
Stay on the record Cancel

If you want to…	Select
Keep the record open after the update	Save
Save the update and leave the record	Save and Close

If you want to…	Select
Leave without saving	Don't Save
Save and leave	Save
Stay on the record	Cancel

Result: The principal-invoice record is updated, and Save and Close leaves the record after the successful update.

Manage payments, deductions, and paid status

Payment and deduction entries record how the principal invoice is settled. Paid-status actions record whether the invoice is considered paid or returned to a due state.

Consider an invoice paid

Prerequisites

The record has a positive remaining amount.
The record is not upcoming, paid, or already considered paid.

Steps

Select Consider As Paid.
Enter the required values in For Sure Paid, Probably Paid, and Reason For Consideration As Paid.
Select Save in the popup.

Result: The consider-as-paid popup has been completed, the invoice is considered paid after the operation succeeds, and the message is Updated successfully.

Return an invoice to due

Prerequisites

The record is in the considered-paid status.

Steps

Select Consider As Not Paid.

Result: The invoice returns to the due status after the operation succeeds, and the message is Updated successfully.

Add a deduction or principal payment

Prerequisites

For a deduction, the record status is at least due and the deductions tab is available.
For a principal payment, you are not a principal user and the payment tab is available.
The record is in a status that permits the corresponding add action.

Steps

Select the tab for the work you need.

If you need to… Select
Add or review deductions Deductions
Add or review principal payments Principal Payments
In the toolbar above the selected tab's grid, select the plus control.
Complete the popup that matches the tab you selected.

If you selected… Complete these fields
Deductions the amount, Deduction reason, and required comment
Principal Payments the amount, Payment Date, and required comment
Select Save.
Read the success message.

The message is Your request was completed successfully.

If you need to…	Select
Add or review deductions	Deductions
Add or review principal payments	Principal Payments

If you selected…	Complete these fields
Deductions	the amount, Deduction reason, and required comment
Principal Payments	the amount, Payment Date, and required comment

Result: The saved deduction or principal payment is shown in its related grid.

When a principal-invoice action fails

Use the message on screen to decide whether to correct the form, retry the list, or check the record status and access.

What you see	What it means	What to do
`Check validation`	A popup validation group rejected the values.	Check each required field and the amount or date rule, then select Save in the popup again.
`Updating error` + error	The update service returned an error.	Check the record values and your edit access before retrying.
`Deductions Reasons failed to load`	The deduction-reason list could not load.	Return to the deduction entry after the list is available.
`NO Data to Export`	The list has no data to export.	Check the selected filter and list contents.
`Load data failed:` + msg	The list load returned an error message.	Retry the list load and check the displayed message.

After reviewing a principal invoice

Saving a record update reports Your request was completed successfully. Status actions report Updated successfully. Saving a principal payment or deduction reloads the related data, closes its popup, and reports Your request was completed successfully. The Last Modifications tab is the record-history destination.

Use Invoice lifecycle for the general invoice workspace and status flow. Use Record a payment for the separate finance payment routes.

Result: You know whether the principal-invoice record was updated or whether the payment or deduction was saved, and you have the next finance procedure for the work that follows.