Editing an Invoice in the Approval Process

While an invoice is in the approval process, you can still make changes to it if you have the necessary security access.

Invoice Recalculation

If you make changes to an invoice on the Interactive Billing, Invoice Approvals, or Interactive Approvals form (or on dialog boxes or forms that you access from one of those three forms) after it is submitted for approval, DPS automatically recalculates the invoice the next time you do one of the following:

• Approve or reject the invoice
• Preview the invoice
• Select a different project
• Close the form
• Go to the Billing Terms form from Interactive Billing or one of the approval forms
• Update fee percent complete information
• Use the Include New Transactions option to add transactions posted or transferred after the invoice was submitted

If changes that would normally affect an invoice are made outside of the approval process after the invoice has been submitted (for example, a change made in Billing Terms when accessed from the Navigation pane, or a change in billing rates), the invoice is not immediately recalculated, and those changes are ignored for that invoice. The exception is when you later make a change to the invoice in Interactive Approvals, Invoice Approvals, or Interactive Billing that initiates a recalculation. When that occurs, changes to billing terms and billing rates are included regardless of how those changes were made.

Submitted Invoice

After an invoice is submitted for approval, the users designated as approvers (or their delegates), assuming they have the necessary security access, can make changes to the submitted invoice and then approve the invoice without having to resubmit it. Those changes include the following:

• Place a transaction on hold.
• Write off a transaction.
• Delete a transaction.
• Transfer a transaction.
• Modify transaction detail.
• Modify billing terms.
• Include transactions with the New status (transactions that are eligible for inclusion based on the billing session options but were entered or transferred after the invoice was submitted).

If you need to include additional transactions on the invoice that are not eligible for inclusion based on the billing session options, you must unsubmit the invoice, change the billing session options to include those transactions, and submit the invoice again. This process is also necessary if you decide you want to bill transactions that were on hold or written off when the invoice was submitted originally.

Approved Invoice

After an invoice is approved and waiting to be accepted, anyone who can display the invoice in Interactive Billing and has the required security access can make changes to it. For example, the biller might need to make changes to the invoice based on comments from the approver. In most cases, it is not necessary to submit the invoice for approval again. The exception is if you need to include additional transactions on the invoice that are not eligible for inclusion based on the billing session options. In that case, you must unsubmit the invoice, change the billing session options to include those transactions, and submit the invoice again. This process is also necessary if you decide you want to bill transactions that were on hold or written off when the invoice was submitted originally.

Rejected Invoice

If an invoice is rejected, anyone who can display the invoice in Interactive Billing and who has the required security access can make changes to that invoice and submit it for approval again. In most cases, it is not necessary to unsubmit the invoice before you submit it again. The exception is if you need to include additional transactions on the invoice that are not eligible for inclusion based on the billing session options. In that case, you must unsubmit the invoice, change the billing session options to include those transactions, and submit the invoice again. This process is also necessary if you decide you want to bill transactions that were on hold or written off when the invoice was submitted originally.

Invoice Edited in Microsoft Word or Other Application

If the invoice has been downloaded to Microsoft Word or another application for editing, you can preview the edited invoice on the Invoice Approvals form or Interactive Approvals form. However, you cannot make any changes to invoice information on either of those forms.