# Principal invoices ## 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](#find-and-open-a-principal-invoice) | | Understand the list, record, and related tabs | [Understand the principal-invoice screen](#understand-the-principal-invoice-screen) | | Change the record information | [Update the principal-invoice record](#update-the-principal-invoice-record) | | Record a principal payment or deduction | [Manage payments, deductions, and paid status](#manage-payments-deductions-and-paid-status) | | Continue with the general invoice status flow | [Invoice lifecycle](doc:invoice-lifecycle) | | Work in the separate payment routes | [Record a payment](doc:record-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** 1. Open the principal-invoice list. ![Check the finance heading, status filters, and list headers.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/53e12b5feac33d24203a21554c07b5de.png) 2. 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.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/0e9bd3771f405bee7ec5e01a2a5505a6.png) 3. Select the invoice row you want to review. **Result:** The selected principal-invoice record is open for review. ### Export the current principal-invoice list **Prerequisites** - The principal-invoice list is open. **Steps** 1. Open the list toolbar's **Settings** menu. 2. 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.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/7fbb43136ea6bdde301791351d89f87a.png) 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** 1. 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**. 2. Enter or select the corrected value. 3. 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** | 4. Read the success message after the update. The message is `Your request was completed successfully`. 5. 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** | **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** 1. Select **Consider As Paid**. 2. Enter the required values in **For Sure Paid**, **Probably Paid**, and **Reason For Consideration As Paid**. 3. 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** 1. 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** 1. 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** | 2. In the toolbar above the selected tab's grid, select the plus control. 3. 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** | 4. Select **Save**. 5. Read the success message. The message is `Your request was completed successfully`. **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](doc:invoice-lifecycle) for the general invoice workspace and status flow. Use [Record a payment](doc:record-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.