Why can an invoice still change after a Completion Certificate is signed? In Floorzap, an invoice is locked when the customer signs the invoice itself. Signing a Completion Certificate does not lock the invoice, so if an invoice's Grand Total changed after your customer signed a Completion Certificate, check whether the invoice itself was signed.
What Locks an Invoice
This section explains which signature locks an invoice in Floorzap. A Completion Certificate is a separate document from the invoice, with its own signature. Signing it does not lock the invoice.
An invoice that has not been signed can still be edited, including its line items, pricing and totals.
Once the customer signs the invoice, Floorzap locks it, and you can't change it unless you reset it.
Note: A company can turn on Allow Change In Invoice Even If Signed in System Settings. When it is on, a signed invoice can still be changed. The exception is salespeople, who still can't change a signed invoice if Lock invoice and work order after invoice is signed is also on.
How to Keep an Invoice From Changing After It Is Signed
This section covers how to make sure an invoice is locked once your customer signs it. Only users whose role has permission for Settings can open System Settings. Anyone else is sent to an unauthorized page.
Have your customer sign the invoice itself, not only the Completion Certificate.
Go to Settings > System Settings, then click the Common/Automation tab, the fourth tab, which has a list icon. On a small or tablet-sized window, the tab shows only its list icon and not its name.
Under Workflow/Automation Options, make sure Lock invoice and work order after invoice is signed is checked.
The Lock invoice and work order after invoice is signed setting stops salespeople from making changes to an invoice or work order once the invoice is signed. Its help text reads: "If checked, salespeople can't make changes to invoice or work order."
How to Correct a Signed Invoice
This section covers how to change an invoice that your customer has already signed. Reset Invoice only appears once the invoice is signed, and only for users whose role has permission to reset invoices.
Note: A completed or cancelled invoice can't be reset. Floorzap shows a warning that you won't be able to make changes.
Open the signed invoice, click Invoice Actions, then click Reset Invoice.
Confirm when Floorzap asks "Reset Invoice?" and "Are you sure you want to reset this Invoice?"
In the window that opens, enter a reason in the required Signature Reset Reason field, then click Save.
Make the change to the invoice. The invoice is no longer signed, and the Mark Invoice as Signed button is back.
To lock the invoice again, have your customer sign it again, or click Mark Invoice as Signed.
What to Do If a Total Looks Different
This section covers what to do when an invoice total looks different from what your customer received. Check whether the invoice itself was signed, because an invoice that was never signed can still change. If it was signed and the total still looks wrong, contact Floorzap Support with the invoice number.