[BUG] "Lock Invoices" workflow wsing "When Sent" option not working correctly?

[justusweigmann]

Setup

• Version: latest v5.7.63
• Environment: Docker on Ubuntu VM

Interface

• Flutter: [X]
• React: []
• Both: []

Checklist

• Can you replicate the issue on our v5 demo site https://demo.invoiceninja.com or https://react.invoicing.co/demo? --> Yes
• Have you searched existing issues? --> Yes, not found one.
• Have you reported this to Slack/forum before posting? --> Yes, https://forum.invoiceninja.com/t/bug-lock-invoices-workflow-using-when-sent-option/13986
• Have you inspected the logs in storage/logs/laravel.log for any errors? --> Yes, no errors

Describe the bug

I encountered a potential bug while using the “Lock Invoices” workflow with the “When Sent” option in my self-hosted environment. It would be helpful to investigate this issue further to determine whether it’s a bug in the workflow logic or if there’s a specific configuration or step that needs adjustment. Here are the details of the issue:

Steps To Reproduce:

1. Access the “Lock Invoices” workflow.
2. Choose the “When Sent” option for invoice processing.
3. Merge a customer with another customer in the system.
4. Observe that the customer number changes on the invoice, which should not happen according to the workflow logic.

Expected Result:

The customer number on the invoice should remain unchanged after merging two customers, as per the logic of the “Lock Invoices” workflow using the “When Sent” option.

Actual Result:

The customer number on the invoice changes after merging customers, which is not expected behavior according to the workflow.

[turbo124]

If you change the client data, regardless of merging or not, the updated invoice will always show the current Clients Details.

[justusweigmann]

Hey @turbo124, thanks for your help! Is there a way to suppress this? For German legislation the invoice has to stay like it was send out?

[turbo124]

@justusweigmann

For compliance purposes we recommend relying on the Invoice History.

We take a snapshot each time the invoice is updated along with timestamps. So your reference document will always be retrievable:

[justusweigmann]

Thank you. That is a solution. I have now simply attached the original invoice to the email that is sent out, so I am on the safe site. Will all changes be saved there, or can I export them somewhere?

[turbo124]

These are always saved permanently within the filesystem of your application and are always available.

Attaching PDF to the invoice, and also BCC'ing a copy to yourself are also good strategies to keep offsite retention of these documents.