Edit an Invoice Number

If the Trimble Pay integration with your ERP has encountered an issue while exporting an invoice due to an invoice number already in use, you have the option to edit the Trimble Pay invoice number so that it can be successfully exported.

You must have the Project Admin role on the project in order to take the steps on this page.
These steps apply only if both are true:
  • Trimble Pay is integrated with your ERP
  • at least one Application for Payment has been submitted previously against this contract
Trimble Pay automatically generates an invoice number when an Application for Payment is exported to your ERP, and the formatting for the number is based on a setting chosen previously when your integration was first set up.

The invoice number is most commonly formatted as subcontractNumber-payAppNumber.

It's possible that eventually Trimble Pay will generate an invoice which doesn't meet your ERP's requirements for uniqueness.
Note: For example, you might have the same vendor assigned to two subcontracts on the same job. This could result in Trimble Pay generating the same invoice number on more than one invoice for that vendor.
Such a scenario justifies changing the invoice number to allow the export to complete successfully.
  1. From your Dashboard, select the project and select the applicable contract.
  2. Among the tabs at the top of the screen, select Invoice history.
  3. On the right-hand side of the screen, select View details.
    A pane opens from the right side of the screen.
  4. In the ERP invoice number field, select Edit.
    The invoice number becomes editable.
  5. Make the needed change to the invoice number.
  6. Select Save and confirm your selection.
As long as the new invoice number meets your ERP's uniqueness constraints, Trimble Pay will apply the new invoice number the next time you try to export this invoice.
Note: Even if you have auto export turned on, invoices which originally failed to export to your ERP due to an invoice number already in use must be manually re-exported.
Follow the steps for manually exporting an invoice to your ERP.