This article explains how to manually mark a budget as invoiced in Productive, without actually creating an invoice.
This feature is designed to address various issues such as "Needs invoicing" budget notifications, rounding errors, and budgets that have been invoiced externally.
Why You Might Want to Mark a Budget as Invoiced
There are several scenarios in which you may want to manually mark a budget as invoiced:
Budgets created before enabling the invoicing feature
If the invoicing feature in Productive was enabled after you created a budget, you may see the “Budget needs invoicing” warning for those budgets.
Rounding errors
When the "Invoiced" and "For invoicing" amounts differ by small rounding amounts, this feature allows you to resolve those discrepancies, disabling the "Budget needs invoicing" warning.
Step-by-Step Instructions for Marking a Budget as Invoiced
1) Single Budget Level
Open your budget (Financials > Budgets).
In the Budget overview, navigate to the Invoices tab.
Open the + Invoice dropdown and select Mark as invoiced.
A popup will appear with a warning:
"By marking this budget as fully invoiced, the invoiced amount will be set to 100%, with no amount left for invoicing."
If you agree, click "Mark as manually invoiced".
The "Left for invoicing" and "Invoiced" amounts will be updated.
The "Budget needs invoicing" warning will be removed.
In the Invoices tab, a blue banner will appear to indicate that the budget has been manually invoiced.
2) Bulk Action for Multiple Budgets
On the Budgets screen (Financials > Budgets), select multiple budgets.
A toolbar with the "Mark as Invoiced" button will appear at the top.
Click the button, and a popup will appear with the same warning message as above.
Click "Mark as manually invoiced" to apply the action to all selected budgets.
New Field: "Manually Invoiced"
A new field, "Marked as manually invoiced", will be added to the budgets screen. This field indicates whether a budget has been manually marked as invoiced.
Note: This field will default to "No" for all budgets created before invoicing was enabled.
Changes in Reports
The "Invoiced %" and "For invoicing" fields in both Budget and Financial Reports will reflect any changes made by the Mark Budget as Invoiced.
Permissions and Audit Log
Permissions: Only users with the "Add, edit, and delete invoices and payments" permission can mark budgets as manually invoiced. Read more about customizing permission sets here.
By default, users with the Manager (restricted or unrestricted), Profitability Manager (restricted or unrestricted), or Admin permission sets can perform this action, depending on the budgets they have access to.
Audit Log: Every action of marking a budget as invoiced will be recorded in the Audit Log. The changelog will display: "Manual invoicing status changed from 1 to 2."