Currently, if an invoice has a payment recorded on it and the payment is reconciled, the invoice cannot be adjusted without un-depositing and un-reconciling the payment. This creates a real inconvenience for customers as there may be times when the invoice needs to be corrected due to an incorrect department having been selected, a payment misapplied or some other reason.
This has been changed to now allow for the invoice to be adjusted even if the payment has already been reconciled and deposited. This feature will allow users to:
· Allow a posted invoice with an included payment to be adjusted separately from the payment
· Automatically reapply the payment when adjusted invoice is reposted
· Allow the user to remove the payment from the invoice
Note: Only invoices in an open fiscal period can be adjusted.
1. Navigate to and open the invoice that you need to adjust
2. Click the Adjust button
3. You will be warned that the recorded invoice payment is already reconciled and that only the invoice will be adjusted.
4. Click Yes to continue
5. Make any corrections you need to make to the invoice.
Once you have made your corrections or changes click Post. If the amount of the invoice has been reduced you will be warned that the customer will show a credit balance on their account. This credit can be allocated to other items on the customer’s account through the Billing Account History (F4) screen. On Post, the payment is automatically reapplied.
You can use this process in a situation where a payment was applied on an invoice in error an needs to be removed.
1. Adjust the invoice and answer yes to the warning about adjusting the invoice only
2. Right Click in the area above the Payment button on the invoice
3. Select Remove Payment from the Right Click menu.
4. When you re-post the invoice, the payment information will be removed from the invoice and the payment will remain an unallocated item on the customer’s billing account.
When the invoice is viewed or printed, the payment information will no longer appear.