Invoice Items and Job Linkage
How selected charge rows become invoice items and how Work Planner keeps job and transaction links attached.
Every invoice in Work Planner is built from invoice items, and those items usually come from selected charge transactions. The important thing to know is that Work Planner does not just copy the amount. It keeps the job, transaction, VAT, and settlement relationships attached so the invoice can still be traced back to real work.
Where Invoice Items Come From
- Selected charge rows: In the create invoice popup, every selected charge row becomes one invoice item.
- Selection order: Work Planner keeps the order of the charge rows you selected, so the invoice items follow that same order.
- Only charge rows: The invoice flow validates that the selected transactions are charge rows and that they still belong to the selected customer.
What Each Item Carries Over
- Description: Work Planner builds the item description from the charge description or job invoice description, then adds the job reference and service name when they exist.
- Amounts: Gross amount, net amount, VAT, and VAT rate all come across from the charge row.
- Job link: If the charge belonged to a job, the invoice item keeps that customer_job_id link. That is why the invoice detail view can still show a job reference and even open the related job tab.
- Transaction link: The invoice item also keeps the linked ledger item, which is why the invoice detail view can open View Transaction for that line.
Why Some Rows Are Not Selectable
If a charge is already linked to an invoice, Work Planner still shows the existing invoice reference in the create popup but does not let you select that row again. This protects the charge from being invoiced twice.
How Settlement Shows Up Later
On the invoice detail screen, each item has its own settlement status. That is why you can see whether a line is open, part paid, settled, written off, or part written off even when the invoice as a whole has a broader status.
What Changes Elsewhere
- Charge rows stop being uninvoiced: Once linked, those charge rows are no longer treated as free charge rows waiting to be invoiced.
- Job context stays visible: Job references on invoice lines make it much easier to answer customer questions later.
- Transaction drill-down stays available: Because the ledger link is kept, you can still open the original finance row from the invoice detail screen.
Related articles
- Creating an Invoice: Shows where the item selection starts.
- Invoice Detail View: Shows where the line-level status and transaction links appear after save.
- Advanced Pricing and Opening Balance: Helpful when you need to understand where the charge values feeding the invoice came from in the first place.