Limits, troubleshooting & FAQ
Limits and constraints
| Constraint | Detail |
|---|---|
| A sent invoice cannot be edited freely | Only metadata — notes, due date, assignee. Amounts change through void or credit note |
| A period must be open to post into | Sending into a closed period fails the posting, not the send |
| Product lines may require a delivery order first | Controlled by sales.delivery_order_required; service-only invoices are exempt |
| One engagement, one billing path | An engagement billed through service orders should not also stage its timesheets — that bills the same work twice |
| Payments go through one path | Recording a payment always writes one journal entry and one bank transaction; there is no second route |
| Bills cannot be voided once partly paid | Void the payment first |
Recurring templates need finance:write | recurring:read only lets you look |
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| The Send button is missing | You have invoices:write but not invoices:send | Ask an admin — these are separate permissions |
| Sent, but the ledger shows nothing | The GL posting failed | Open the invoice; the failure and a repost action are on the detail page |
| An invoice you know exists returns “not found” | It is outside your data scope | Single records outside your tier return 404 by design |
| A payment does not close the invoice | It was allocated elsewhere, or it is partial | Open the payment and check its allocations |
| Dunning shows staged but nothing was sent | The rung is a draft awaiting approval, or the channel is not connected | The screen reports staged, skipped and sent separately — read all three |
| Billable hours never reach an invoice | They are unapproved, non-billable, or already invoiced | Only approved + billable + not-yet-invoiced hours are eligible |
| Two invoices for the same work | Both the service order and the timesheets were billed | One engagement, one billing path — see the limits above |
| Foreign-currency expenses vanish when rebilling | Only expenses in the invoice currency are included | The rebilling dialog reports what it excluded; it never converts silently |
FAQ
Do I have to post journal entries manually? No. Every invoice, bill, expense, and payment posts its journal entry to Accounting automatically. You only touch the ledger for manual adjustments.
Can I edit an invoice after I’ve created it? Yes, as long as it’s still a draft or has been rejected back for correction — the customer, due date, notes, and every line item are editable. Once it’s sent, the commercial terms are locked; use a credit note to correct or reverse it instead.
How does three-way matching work? When a bill is created from a purchase order, XBuddy compares the bill against the PO and the goods receipt (quantities and prices). Mismatches are flagged for the AP Manager before approval.
Can I invoice recurring subscriptions? Yes. Use Finance → Recurring to generate invoices automatically on a monthly or annual cycle, and Retainers for prepaid balances. The schedule list stays responsive even with a large number of active templates.
How is VAT handled for Vietnam? Configure tax codes for the standard rates (0%, 5%, 8%, 10%) in Finance → Settings. Invoices apply VAT per line, follow compliant sequencing, and feed tax/VAT reports (e.g. form 01/GTGT).
What is Revenue Reconciliation for? It cross-checks orders, invoices, and payments to reveal revenue leakage — for example goods that shipped but were never invoiced, or invoices never paid.
Can I bill from timesheets? Yes. Approved timesheets (via Timesheet Approvals) become billable time you can convert into a customer invoice, supporting time-and-materials billing.
What’s the difference between a rate card and the hourly rate on a time entry? The rate card is a reusable default — set it once per client or engagement, and it fills in the hourly rate whenever it’s selected. The hourly rate field on the entry is what actually gets billed; it starts from the rate card but can always be overridden for that one entry.
Can a finance user edit someone else’s timesheet entry? Yes. Editing a timesheet entry from Finance → Timesheets works on any employee’s entry in the company, which is what makes it possible to assign or correct a rate card on a colleague’s logged time — not just your own.
What’s the Document Chain on an invoice detail page? It’s a lineage view showing exactly which documents this invoice was generated from (a quotation, sales order, delivery order, or timesheet entries) and what it generated in turn (payments, credit notes). It’s scoped to that invoice specifically, so it won’t show unrelated documents from the same project or customer.