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How to Update the Company Address on an Invoice

Invoices are generated and emailed automatically to Entrants as PDF files. By nature, PDF files are not editable and are created as such by design. Once an invoice is generated, it should not be editable as there is a risk of fraud due to Users potentially changing the values. It is possible to amend the address on an invoice after it has been generated. Although Entrants have the option to provide multiple addresses in an Address Book and select the correct address on the Invoice Preview page, they are unable to regenerate the invoices once the address information has been updated.

Before following the instructions on how to update an address, it is important to understand the two different address types the Entrant can provide when registering their Organisation and how they are used on invoices:

  • Company address – This address is mandatory and should be the address of the company creating Entries. The address will be used on the invoices if the Billing Address is left blank (or not enabled on your Nucleus instance).
  • Billing address – There is an option section on the Registration Form for Users to provide an alternative Billing Address. If any of these fields contain data, then they will override the information provided in the Company Address fields. If this section is used, please make sure it is completed fully. This section should only be used if the Company Billing Address is different to the registered address.

How to Amend the Organisation Address

There are two options to update the Organisation Address. Entrants can update in their account or Admin Users can update via the Admin Interface.

For Entrants

  1. Go to the Entrant Interface
  2. Log in using your email and password
  3. Click on Account Details from the main menu
  4. Scroll down to the Billing details section
  5. A button Add a new Billing Address will appear. Clicking on this will brining up a new screen where a new address can be added.
  6. The Default Address will be flagged to the User with a small banner. Entrants have the Ability to Edit this, if required
  7. If one or more Addresses have been supplied, they will be listed alongside the Default Address. There are multiple actions that can be performed by Admins:
  • Edit – edit the address supplied, this will take the Admin User to a new screen where the address can be amended and saved;
  • Remove – this will delete the selected address. Please note that default addresses cannot be deleted. To delete a default address first ensure another address has been set as default;
  • Make Default – clicking on this will make the selected address the default address.

For Admins

  1. Log into the Admin Interface
  2. Go to Actions>Organisations
  3. Located the organisation that requires updating and click Edit
  4. Scroll down to the Billing details section
  5. From here there are multiple actions that can be performed. If one or more addresses have been supplied, then you will see a table populated with the Billing Addresses. To the right of the table there is an ‘Actions‘ menu where Admins can perform the following actions:
  • Edit – edit the address supplied, this will take the admin user to a new screen where the address can be amended and saved
  • Delete – this will delete the selected address, note that default addresses cannot be deleted. To delete a default address first made another address default
  • Make Default – clicking on this will make the selected address the default address
  1. At the bottom of the section is a button Add a new Billing Address. Clicking on this will brining up a new screen where a new address can be added.

Regenerating the Invoice with the Updated Address

Assuming that the address has either been updated by the Entrant or the Admins by following the steps above, an Admin User can follow these steps to update the address on the invoice.

  1. Log into the Admiration Interface
  2. Go to Actions>Invoices
  3. Locate the Invoice that you wish to amend the PO number
  4. Select Details from the Actions Menu
  5. On the next page click Update Invoice
  6. Check the box for Update Address
  7. Update the any of the required address fields
  8. Click on Save
  9. The PDFs will be regenerated and available for the Entrant on the Invoice Page or for Admins to email to the Entrant separately
  10. To check the invoice address has been updated correctly click on View Invoice

Note – this function will regenerate all the non-finance data on an invoice. The finance data is non-editable which is why Credit notes can be issued. If you want to change the value on the invoice then the Revoke functionality is available if the invoice remains unpaid. If the invoice has been paid then the only option is to issue a Credit Note and Refund.