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How to make an invoiced amount of money automatically add to a project budget

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How to make an invoiced amount of money automatically add to a project budget

When you issue an invoice using the invoicing module on a project in Easy Redmine, you may find it helpful when the corresponding amount of money automatically adds into planned/real incomes of the project's budget (Money module). Let's show how to do it.

First, you need to set up some invoice statuses. Their list can be found in More: Administration: Categories: Invoice statuses as shown below. To create a new invoice status, click on the "New value" button in the upper right corner.

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The below screenshot shows you how it looks when creating a new invoice status. The options are as follows:

  • Name: give your invoice status a name to your liking
  • Default value: is this status default for new invoices?
  • Fill in date sent: when invoice is put into this status, the field date sent is filled by the current date
  • Fill in date paid: when invoice is put into this status, the field date paid is filled by the current date
  • Invoice status: select real invoice status (none, issued, sent, paid, due, canceled) which may be different from the name

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To make the functionality work, both Invoicing and Money modules must be enabled on a particular project. This can be done in project's Settings: Modules: tick the respective checkboxes and click on the "Save" button as shown below.

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Moreover, planned budgets must be enabled in order to reflect price amounts from issued invoices in planned budgets. This can be done either on a particular project in Money: Money settings: Other settings: Enable planned budgets or globally in More: Administration: Money: Other settings: Enable planned budgets as illustrated below.

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Hereby, the settings are complete. From now on, when you issue a new invoice, the corresponding amount of money appears in planned incomes of the project budget (Money module). Similarly, when the invoice status is changed from "issued" to "paid", the planned income is automatically converted to a real income. Moreover, when the invoice status is changed to "canceled", the corresponding income is completely erased from the project budget.

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Corner situations

To create an invoice with auto-enrollment into Budgets, you must not have created a custom field without a default value in Budgets. If the budget item can not be created due to missing value in required custom field, the invoice will also not be created.

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