1. Purpose & Scope
This feature eliminates the need for manual Object creation, ensures the invoice and Object remain in sync throughout the payment lifecycle, and enforces consistent status transitions across both records.
This automation will take place if a property operates under the Agency Collect model and a payment method is by Object.
CONTENT OF ARTICLE
3. Object Auto-generation Process
3.1 Linking the Generated Object to the Invoice
3.2 Status Synchronisation Between Object and Invoice
3.2.1 When the Object Status Changes to Collected
3.2.2 When the Object Status Changes to Rejected
2. Pre-Requisites
Before this feature will work correctly, the following areas of the platform must be properly configured.
| Area | Why It Matters |
| Terms (Property ↔ Partner) | The Terms record must exist with the Agency Collect model selected and the payment method set to Object. Without this configuration, the auto-generation trigger will not execute. |
| Sales → Invoices | The invoice must reach a qualifying status (Outstanding or Overdue) before an Object is generated. The invoice must have been issued and approved (if approval was required). |
| Sales → Objects | The Object module must be active and accessible, as the auto-generated Object will appear here and its statuses will drive changes back to the invoice. |
| Invoice Approval Workflow | If your property uses an approval workflow, the invoice must complete that process first. An invoice sitting in Draft, Suspended, Under Approval, or Update Request will not trigger Object generation. |
3. Object Auto-generation Process
Object auto-generation is tied directly to invoice status. Discrepancies between the two records can delay payment and complicate reconciliation.
The automation executes when an invoice transitions to either one of these statuses:
- Outstanding — the invoice is due but not yet past its due date
- Overdue — the invoice has passed its due date without payment
When the trigger fires, the system creates a new Object using parameters drawn directly from the invoice.
Keeping the Object parameters aligned with the invoice ensures that the payment request sent to the buyer accurately reflects what was invoiced. Discrepancies between the two records can delay payment and complicate reconciliation.
3.1 Linking the Generated Object to the Invoice
Once the Object has been created, it is automatically linked to the invoice and displayed within the Manage Invoice view.
Click on the eye icon to open the full Manage Object page in a new tab within the same window, allowing you to view or manage the Object without leaving the invoice.
3.2 Status Synchronisation Between Object and Invoice
When the Object's status changes, the corresponding invoice status is updated automatically.
3.2.1 When the Object Status Changes to Collected
A Collected status on the Object means payment has been received. This triggers a set of automatic updates to the invoice to reflect that the liability has been settled.
- When the Object is collected, the invoice will update to Paid
- The Amount Paid row within Manage Invoice is updated. The system calculates the Balance Due using the following formula:
Balance Due = Invoice Total − Amount Paid
- Some functions Change Status and Send Invoice buttons will be disabled as these functions are no longered required.
3.2.2 When the Object Status Changes to Rejected
A Rejected status means the buyer has declined the Object. This also triggers automatic changes to the invoice, but the outcome reflects an uncollectable debt rather than a settled one.
- When the Object is Rejected, the invoice will update to Uncollectible
- Some functions will be disabled
4. Troubleshooting
| Issue | Likely Cause | Resolution |
| Object is not auto-generated when the invoice reaches Outstanding | The Terms record does not have Agency Collect as the model, or the payment method is not set to Object | Open the Terms record for the Property-Partner relationship and confirm both the Agency Collect model and Object payment method are selected. |
| Invoice status does not update when the Object status changes | The Object and invoice are not correctly linked | Open Manage Invoice and verify the Object appears in the linked Object table. If the table is empty, the auto-generation may not have fired — check that the invoice passed through a qualifying status transition |
| The Amount Paid row is not updating after Collected status | A timing or sync issue between the Object and invoice records | Refresh the Manage Invoice page. If the value remains unchanged, verify that the Object status is confirmed as Collected and not still in a transitional state |
| The action link in Object table is not opening Manage Object | Browser may be blocking new tabs, or the link is not yet populated | Check browser pop-up settings. If the issue persists, navigate to Sales → Objects and locate the Object manually using the reference values shown in the table |
| Invoice is showing Uncollectible but the Credit Note option is still active | The Rejected status transition may not have fully propagated | Reload the Manage Invoice page. If the Credit Note option remains active after reload, raise this with your system administrator as it may indicate a workflow configuration issue |
| Payment popup remains enabled after the invoice is marked Paid or Uncollectible | The status change did not trigger the disable rule | Confirm the Object status is definitively Collected or Rejected (not in a pending state). If the popup remains enabled after confirming the status, escalate to your system administrator |
5. FAQs
Why does the Object only get generated when the invoice reaches Outstanding or Overdue — why not earlier?
The Object represents a formal payment request sent to the buyer. Generating it when the invoice reaches a payable status ensures the buyer only receives a request for a finalised, confirmed amount.
Can I still edit the invoice after the Object has been generated and linked?
Once an invoice reaches Paid or Uncollectible status, key editing and payment functionalities are disabled, and the Credit Note option in the Uncollectible scenario. These restrictions exist to protect the integrity of settled or closed financial records.
If you believe an invoice has been incorrectly marked or an Object was generated in error, you should contact help@paydocker.com for further assistance.