Introduction
Use this article to refresh invoice customer information when customer fields appear in red or when an Order Validity message indicates the invoice no longer matches the customer profile. This process updates the invoice with the current information from the same customer profile without changing the associated customer.
Prerequisites
Before you begin, confirm that you have administrative access in CaterTrax and that you have opened the invoice with the outdated information. Locate the Customer Information section and note the CID before making any changes.
Important CID matching requirement
Always select the same customer profile that is currently associated with the invoice. Multiple profiles may have similar or identical names, so do not choose a profile by name alone. Confirm that the CID of the selected profile exactly matches the original CID shown on the invoice. Selecting a different CID may associate the invoice with the wrong customer profile.
Step-by-step instructions
- Open the invoice in the CaterTrax administrative view.
- Locate the Customer Information section.
- Note the customer's current CID.
- Select the Edit pencil next to Customer Information.
- Select the Select a Customer dropdown.
- Search for the same CID originally displayed on the invoice.
- Select the customer profile with the matching CID.
- Confirm the selected CID exactly matches the CID from Step 3.
- Select Update in the Customer Information window.
Expected result
After the update is saved, the invoice remains associated with the same customer profile. The invoice pulls the current information from that profile, and the red fields and Order Validity message no longer appear.
Troubleshooting
Red fields still appear
Confirm that you selected Update. If the fields are still red, repeat the process and verify that the CID matches the original CID exactly.
Order Validity message still appears
Confirm that all customer information fields were updated. Verify that the CID matches the original CID. If the fields are no longer red, the message may have another cause.
Multiple profiles appear in search results
Compare each CID to the original CID. Do not select a profile based on name alone.
Correct CID is not found
Confirm that the CID was entered correctly. Do not select a profile with a different CID. Contact Support if the original CID cannot be located.
When to contact Support
Contact Support if you cannot update the Customer Information section, cannot find the original CID, still see red fields after selecting the same CID, continue to see the Order Validity message, or accidentally associate the invoice with a different profile.
Information to gather for Support
Have the following details ready before contacting Support: Order Number, Invoice Number, Customer Name, Customer CID, Site URL, issue description, and screenshots.
FAQ
Why do the fields appear in red?
The invoice details no longer match the customer profile associated with the invoice.
Does this change the customer?
No. If you select the same CID, the invoice stays linked to the same customer profile and only the information is refreshed.
Why should I note the CID before making changes?
Noting the CID helps prevent selecting the wrong profile when customer names are similar.
Can I select a profile with the same name but a different CID?
No. Always match the CID exactly.
What information updates on the invoice?
The invoice updates with the current customer information from the selected profile.
How do I confirm success?
Success is confirmed when the red fields and the Order Validity message no longer appear.