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Retainer Balance Not Calculating on Invoice

Jennifer Smith

April 01, 2012 17:50

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Hi! I'm using the ClientRetainerBalance variable in my invoice, but it's not working.  My client has $950 in the retainer.  The invoice is taking $151.xx from that $950, but the ClientRetainerBalance field still shows $950 despite the invoice already being marked as Paid.  Obviously, this is inaccurate - once they receive this invoice, their retainer balance is $950-$151.56 = 798.44.  (watch video of problem:  http://screencast.com/t/j8HXSfN8).

Do you have a solution to this?  This variable is not very useful as it is.  Please advise - thanks!

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4 comments

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  Rob Sherrard - Imageer April 01, 2012 19:26

  Hi Jennifer-

  I have a Retainer Balance field in my Invoice which works (and I think it's actually working for you, too.)

  In your video, as you create the invoice, you go directly from the Edit Invoice scene to View Invoice without choosing OK (or Generate Invoice). This sequence appears not to allow Studiometry to complete all the math. Try first clicking on OK and then go back and view your invoice, and I think you'll find that the retainer balance has been correctly decremented.

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  Jennifer Smith April 01, 2012 19:41

  Hi!  Thanks for the quick reply.  I'll give that a try.  I just hesitate to create the invoice before I preview it cause I find it difficult to go back and make changes to them after they are output if they are incorrect.  Would be super-cool if the preview showed what the final invoice would look like with the calculation already made.  But I'll try this and see if it works.  Thanks!

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  Rob Sherrard - Imageer April 01, 2012 20:01

  You needn't be too concerned about editing "created" invoices. As long as changes are made contemporaneously before going on to other clients or projects, edits to invoices are easy enough to do, and don't mess up other areas of the database. To test your workflow, I created a bogus job for a test client, did work and created an invoice. After verifying that the sequence illustrated in your video produced the effect you reported, I went back and deleted the invoice and the bogus data without any trouble. The only extra step was to decrement the Invoice ID number in Preferences so as to not have a skipped number in the Invoice sequence.

  BTW, Kudos for illustrating your workflow by video. It might have taken several iterations before the root cause was discovered otherwise.

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  Jennifer Smith April 01, 2012 20:09

  Ok, cool - thanks.  Glad to know it's not too much of an issue to edit 'created' invoices.  This is only my second billing cycle using the software, so I'm still making mistakes when it comes to certain things.

  Glad the video was helpful!  Anyone who has not yet discovered Jing and Screencast (both free at the basic level) are really missing out!  :o)