Reversing Project Invoices

Owned by Stephen Juliano
Last updated: May 18, 2023
4 min read

Overview

Projects allows for a lot of flexibility in billing. You can do Advanced Bills, AIA, and Regular Invoice, but sometimes you will need to reverse one of these. How we do it, depends on the Invoice Type

If you are trying to correct Order, POS, or Manual Invoicing, please see:

Table of Contents

Cash Receipt Was Applied (NOT Credits/Deposit)

If you received a Cash Receipt payment against a Project Invoice (Regular, Advanced, or AIA), then we will need to reverse that before the Invoice can be fixed.

This does not apply to Credits created from AIA/Advanced Billing. You can reverse the Invoice, and the Advanced Billing is taken care of automatically.

  1. Find the Invoice / Cash Receipt

    1. Open Customer Account Inquiry - A/R>AR Inquiry>Customer Account Inquiry

    2. Go under “Transaction History” tab

    3. Enter your Invoice number in the “Apply To” field and hit enter

  2. Note the Cash Receipt number you will need to reverse

  3. Reverse the Cash Receipt

    1. Open the Reverse Cash Receipts Screen - A/R>Cash Receipts>Reverse Cash Receipts

    2. Enter the Customer Number

    3. Enter Cash Receipt, or hit F9 to pull it up

    4. Hit Process Check Reversal

    5. (Optional) NSF Check

      1. Either check box or hit Yes to prompt when processing

      2. You can set a Service Charge Amount

    6. After NSF prompt, Hit Yes to Process

The Cash Receipt will be reversed, and the Invoice is now available for reversal.

Reverse Regular Invoices

Reversing an Invoice created with the “Create Invoices” button on the Money tab is similar to regular A/R Reversals. The Reversal screen is just found under P/A instead of A/R.

Note: Any Credits generated from AIA/Advanced Billing will automatically be reversed with this process.

  1. Go to Project Reverse Invoice Screen

    1. P/A>Project Billing>Reverse Invoice

  2. Enter the Invoice # or hit F9 to find it

  3. Enter the Invoice Date

    1. Will be the Date of Credit

  4. Hit Lightning Bolt to process

Reverse Advanced Bill

Reversing Advanced Bills was the most manual process. In V2023.1.2, we added the ability to create negative Advanced Bills, to make it easier. If you aren’t on that version, or wish to do it manually, we will need to create a Credit Memo against the Advanced Billing Invoice.

Reverse with Correcting Advanced Bill - V2023.1.2 & later

  1. Open the Advanced Bill screen

    1. P/A>Projects>Project Entry/Edit | Money tab, “Create Advanced Bill” button

  2. Enter a negative amount to reverse the previous Advanced Bill

Create Credit Marked as Advanced Bill

  1. Open Credit Memo Entry

    1. A/R>A/R Transaction Processing>DBM/CRM Entry

  2. Enter Date and Customer

  3. Enter the Advanced Bill Invoice # in the Apply To field

  4. Click the “Advance Bill Credit” button

At this point, the Credit should now be set to your project and checked as an Advance Bill Credit. You can check on the Misc tab.

Complete Detail and Process

Now, we need to get the Advance Bill amount. We will pull it in using the Item field.

  1. Go to Item field

  2. Hit F9

  3. Select the blank Item with the Advanced Bill price

  4. Hit Enter to load the line

  5. Confirm Totals at the top

  6. Hit Lightning Bolt to Process or Save (F10) and use Process A/R Transactions

Reverse AIA Invoice

Delete AIA App

The easiest way to reverse an AIA Invoice is by using the Delete AIA App screen.

  1. Go to Delete AIA App

    1. P/A>Advanced Billing>Delete AIA App

  2. Enter Project # and hit enter

    1. Most recent AIA will load

  3. Set Reversal Date

  4. Hit “Delete AIA” button, and Yes to the Prompt

This will create an Unprocessed Credit Memo. Either process in the DBM/CRM Entry screen by using F7 to pull it up, and hitting use the lightning bolt to process, or process under Process A/R Transactions (A/R>A/R Transaction Processing>Process A/R Transactions)