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Enable Option to Display Invoice Created Date

Updated
The Goal: Enable the option to display the invoice created date instead of the invoice date, so that invoices generated ahead of the next bill date show when they were actually created.

Before You Begin:

  • You need staff access to billing/finance settings.
  • This option is no longer required to change the invoice date — that can now be achieved when you Run Upcoming Billing.
  • To also display the created date on invoices and statements, you must include the invoice created date merge field UFPurchaseCreatedDate on your invoice template (an edit to the default invoice template is required).

Background

By design, when invoices are created for recurring billing, the invoice date reflects the Next Bill Date. For example, if the next bill date is January 1st, this date will show as the invoice date, regardless of when the invoice was created. If you are running and delivering your invoices several months ahead of the next bill date, you may wish to display the invoice created date rather than the invoice date.

Once enabled, the created date will display in multiple locations:

  • On the “My Billing” tab in the Info Hub 
  • On the invoice payment page (accessible from the pay online link on PDF or .doc invoices)
  • On invoices and statements, if you have included the invoice created date merge field. To display this field on invoices, use the merge field UFPurchaseCreatedDate. An edit to the default invoice template will be required.

This option is enabled from the General Billing Settings page under Finance, Billing section, Settings:

Step-by-Step Instructions

  1. Click Settings in the left-hand rail.
  2. Go to Finance, Billing section, click Settings and select General Billing Settings.
  3. Enable Show invoice creation date instead of invoice date.
  4. Click Save.

Common Pitfalls

  • Created date missing on invoices/statements: Enabling this setting alone does not add the created date to invoice and statement documents. You must also add the UFPurchaseCreatedDate merge field to your invoice template, which requires an edit to the default invoice template.

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