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Title: Duplicate Descriptions and Memos on Invoices

Brief description:

You may run into a scenario where Descriptions and/or Memos are appearing on the invoice twice.  If that does happen, that indicates that the following is true:

  1. Group by Project is selected on the invoice format.
  2. Descriptions and/or Memos are set up at the Project level on the Other tab within Billing Setup.
  3. Descriptions and/or Memos are being added to the invoice when they are in a Draft status.

You can review these settings and modify the settings accordingly to meet your invoicing requirements.

What’s covered in this document:

Where to look for the Group by Project setting in Invoice Formats for "Description"

This Description appears on the invoice only if "Group by Project" is selected to be shown on the Invoice Format. See below:

Navigate: Admin > Setup > Accounting > Invoice Formats.

Where to look for a default Description and/or Memo in the Project Setup

Descriptions and Memos may also be set up within the Project Profile. To set up a Description and/or Memo to be shown on the invoice, click on the edit pencil next to the Project. Then proceed to Billing > Invoice Setup > Other tab.

Navigate: Project > List > List > Edit Pencil Icon > Billing > Invoice Setup.

Where to look for an invoice-specific Description on the Invoice

If Group by Project is not selected on the invoice format, you still have the option of adding a Description to the invoice while it is in a Draft status. You can click on the edit pencil to edit the invoice.  Proceed to the Invoice itself under Financials >Invoicing & Posting > List Invoice > Edit pencil next to Invoice > left menu Setup page > Other tab.

This Description will now appear under the Description line on the Invoice.

If you want to remove one of the them, depends on the location, you can remove it either from invoice level or from project invoice setup level.

Duplicate Memos

The same hierarchy as outlined above for descriptionholds true for duplicate memos:

Additional Information

Help Docs - Admin Invoice Setup

Help Docs - Project level Invoice Setup

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