Editing Billing Documents

The status of a billing document determines whether you can edit it.

Status Description
Draft

The initial status of the billing document is "Draft". You can edit and delete the billing document and its line items while its status is "Draft". A draft watermark is displayed on the billing document when you print it. You can calculate tax for a "Draft" billing document.

Complete

You cannot delete a billing document that is "Complete", nor change its record type. When a billing document is "Complete", you can only edit these billing document fields:

  • Document Due Date
  • Customer Reference
  • Description fields (including the billing document line item description)
  • Footer Text
  • Header Text

You can also edit custom fields that have been added to the Enhanced Billing Document Additional Fields field sets.
Discarded

You cannot delete a billing document that is "Discarded", nor change its record type. When a billing document is "Discarded", you can only edit these billing document fields:

  • Customer Reference
  • Description
  • Footer Text
  • Header Text

You can also edit custom fields that have been added to the Enhanced Billing Document Additional Fields field sets.
Superseded

A billing document that is "Superseded" does not contain any line items because they were moved to a consolidated billing document.

You cannot delete a billing document that is "Superseded", nor change its record type. When a billing document is "Superseded", you can only edit these billing document fields:

  • Customer Reference
  • Description
  • Footer Text
  • Header Text

You can also edit custom fields that have been added to the Enhanced Billing Document Additional Fields field sets.

To edit a billing document using the Enhanced Billing Document Detail page:

  1. On the Billing Documents tab, click the Document Number of the billing document you want to edit.
  2. Click Edit.
  3. If required, edit the details of the billing document in the Document Details panel. If the Additional Fields section is shown, this contains fields in order specified in the Enhanced Billing Document Additional Fields field set for the Billing Document object. You can edit the values of these fields.
  4. Add, remove or edit products associated with the billing document:
    • To add a new product to the billing document, select the product you want from the Add Product drop-down list. Long product names are truncated. To view the full product name, hover over that product in the list.
    • To remove a product, click the remove icon Cross icon next to that product.
    • To edit a product, click or tab to the value you want to edit and enter the value you want. Additional fields specified in the Enhanced Billing Document Additional Fields field set for the Billing Document Line Item object are shown as columns.
    • To add or edit a description, click the description icon Information icon indicating that there is no description for the liine. This is used to edit and view the description.or Information icon used to edit and view the description., enter the description you want then click Update.
  5. [Optional] If you want to change the default header and footer text that is to appear on the document:
    1. Click Document Text.
    2. Enter the header text for the document in the Header Text box.
    3. Enter the footer text for the document in the Footer Text box.
    4. Add the formatting you want using the toolbar above each box. If you want to reset the text to the default text and formatting on the Default Document Text tab, click Restore Defaults. For information about default billing document text, see Adding Information to Billing Documents.
    5. Click Update. You must save the billing document to keep the changes.
  6. [Optional] If you want to change the default Billing and Shipping Address copied from the account:
    1. Click Address Information.
    2. Edit the Billing and Shipping Address in the popup that appears. If you want to restore an address from the selected account, click the restore icon Circular Arrow Icon used to indicate that the address will be updated from the selected account when you select it. in the heading of the address you want to update.
    3. Click Update.
  7. Click Save.
Warning:

If you delete all lines on the billing document after having changed the document currency, the Document Total field is not recalculated correctly on the billing document list view and on the standard Billing Document Detail page. This is a known Salesforce issue with roll-up summary fields. An administrator can force the Document Total field to recalculate. Consult the Salesforce documentation for more information.

Salesforce

To edit a billing document or billing document line, click Edit on the Billing Document Detail page or Billing Document Line Item Detail page depending on whether you want to edit a billing document or billing document line item.

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