It is quick and easy to check and change dates for a customer invoice.

Option 1a: Edit directly on the Customers tab

On the Customers tab (top navigation menu) > Revenue Recognition, select the revenue recognition time period you wish to review and scroll down to the customer name.

• Click the down arrow button next to the customer’s name. This will show the detail of invoices issued.
• Click the pencil next to the relevant invoice

This will show a pop up window with full details on the invoice. For Xero invoices, you can also click the button at the top right to open the underlying accounting system.

To change the time, either type over the date or click the calendar and select the new date.

Save changes using the button at the bottom right of the window.

Remember to Save changes

Option 1b: Bulk invoice editor

If you want to change a lot of dates at once, use the bulk invoice editor, also found on the Customers tab (menu option at top right, in cog symbol).

See Bulk invoice editor: How to edit multiple invoices at once 

Option 2: Invoices issued in a specific month

To quickly review start and end dates for a single invoice issue month, use the Invoices issued report found in the Journals tab.  

See more in How to review invoices issued in the month and download a list in Excel; how to find a missing invoice 

Please note that ScaleXP will not pass date changes in ScaleXP back to your accounting system. You will need to enter the changes directly into the accounting system.

Option 3: Change the line item description in your accounting system

You can also change the line item description in your accounting system to meet the best practice rules described below.

Once you re-sync with your accounting system, the dates will update.

Note that when you change the invoice in your accounting platform or by modifying the dates, ScaleXP reprocesses the invoice and defers the revenue accordingly. If you manually overwrite an invoice deferral period, the manual entry deferral holds, even if the description of the invoice is subsequently changed in your accounting platform.

Option 4: Request a manual upload from support@scalexp.com

If you need to make a lot of large changes to historic invoices, it may be preferable to request a manual upload service.  This is often the best option if you need to make large scale changes to GL codes, want to restate historic GL codes in ScaleXP but not in your accounting system, and/or have a lot of date changes to make and prefer to do it on a spreadsheet which our team can upload for you.  Note that this service is for historic periods only and does not work in conjunction with automated journals, which are based on a live connection to your accounting system.

Why did the system not read the date correctly?

To figure out why the system did not read the date correctly, see How ScaleXP reads dates 

Note that the most common reasons are 1) not using a space between dates, for example: 05/11/2022-04/11/2023 and 2) including other numbers in the description prior to the date.   

Also, it is very helpful to use the name of the month rather than a number for the month and the full four digits for a year, to ensure the system is able to differentiate between month, day and year.