Fix Processed Invoices

Owned by Stephen Juliano
Last updated: Jun 14, 2023
5 min read

Table of Contents

Overview

Mistakes will happen, and you may need to adjust the Header/Tax Information - address, comments, customer, etc. on a processed Invoice, or completely change which items were billed. We will either need to Reverse and Rebill the Invoice, editing the new Invoice before Processing, or we will Reverse to be rebilled under ORD.

If you are trying to correct Project Invoicing, please see: Reversing Project Invoices

If you need to update the Customer PO, then you can edit in Invoice query (A/R>A/R Inquiry>Invoice Query | Misc tab).

If you need to update the Serial Numbers, then see this guide: Manage Serial Numbers | Option #4 Edit Serial Numbers on Invoice Line

Payment Was Applied

If an order had a deposit at the time of invoicing, or if you received payment against the invoice, then we will need to reverse that before the Invoice can be fixed.

  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 to Remove Invoice

If you just need to clear this invoice from the account, we will need to reverse the invoice and process the credit.

Reverse Invoice

First step is to Reverse the Invoice:

  1. Go to the Reverse Invoice screen

    1. A/R>A/R Transaction Processing>Reverse Invoices

  2. Select “Reverse ” from the dropdown

  3. Enter your Invoice Number

  4. Confirm/update Trans Date and Tax Auth

  5. Use “Reverse” checkbox to toggle which items get reversed

    1. Will default to all on the Invoice

  6. Hit the Lightning Bolt to process

  7. Hit “No” to the prompt

    1. This ensures it is just a reversal

  8. Make note of the Credit Memo number

  9. Move on to Process New Documents

 

Process New Documents

Now, we need to process the Credit Memo. You can either do these individually or in batch. Once the credit is processed, the Invoice will be reversed. It applies directly to the Invoice, so if it was unpaid, it is no longer open. If you had payment, you may still need to reverse or refund.

Individually

  1. Open the Credit Memo Entry screen

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

  2. Open your Credit

    1. Hit F7 and select it from the list

  3. Hit the Lightning Bolt to process

Batch

  1. Open the Process AR Transactions screen

    1. A/R>A/R Transaction Processing>Process AR Transactions

  2. Hit the “Process AR Transactions” button

  3. Double check the report shows only what you want to process

  4. Hit “Yes” to the prompt

 

Changing Header / Tax Information

If you just need to change the Invoice Customer, Address, Comments, etc., you will need to follow these Steps.

Reverse and Rebill the Invoice

First step is to reverse and rebill the Invoice. This will create a credit to negate the original Invoice, and create a new unprocessed Invoice.

  1. Go to the Reverse Invoice screen

    1. A/R>A/R Transaction Processing>Reverse Invoices

  2. Select “Reverse and Rebill W/ Taxes” from the dropdown

    1. Choose W/ out if it isn’t taxed

  3. Enter your Invoice Number

  4. Confirm/update Trans Date and Tax Auth

  5. Use “Reverse” checkbox to toggle which items get reversed

    1. Will default to all on the Invoice

  6. Hit the Lightning Bolt to process

This created an unprocessed Credit to reverse the original Invoice and an unprocessed Invoice to replace it. Do NOT process them yet.

Fix Unprocessed Invoice

Now the new Invoice exists, we can edit it. We will need to go into the Invoice Entry screen and Hit F7 to find it.

  1. Go to Invoice Entry screen

    1. A/R>A/R Transaction Processing>Invoice Entry

  2. Pull up the Unprocessed Invoice

    1. Hit F7

    2. Select Invoice from List

  3. Make Edits

  4. Save

    1. Hit Save or F10

  5. Exit, Hitting Save

    1. It will prompt to Save or Delete

The new invoice is now correct. We just need to process the Credit and Invoice to finish the process.

Process Credit and New Invoice

Now that everything is correct on the new invoice, we need to process our documents.

  1. Go to A/R Processing screen

    1. A/R>A/R Transaction Processing>Process A/R Transactions

  2. (Optional) Narrow Down Criteria

    1. Defaults to your USERID, Clear for all

    2. Set Document range

    3. Set Customer Range

  3. (Optional) Print to confirm which Documents Process

    1. Hit Print Icon

    2. Check report for accuracy

  4. Process Transactions

    1. Hit “Process AR Transactions” or Hit F10

    2. Review the Report for accuracy

    3. Confirm when Prompted

We now have cancelled out the old Invoice and created a new one with the correct Info.

Reverse To Rebill in ORD

If you need to completely reverse to invoice different lines from the order, follow these steps.

Reverse Invoice

  1. Go to the Reverse Invoice screen

    1. A/R>A/R Transaction Processing>Reverse Invoices

  2. Select “Reverse” from the dropdown

  3. Enter your Invoice Number

  4. Confirm/update Trans Date and Tax Auth

  5. Use “Reverse” checkbox to toggle which items get reversed

    1. Will default to all on the Invoice

  6. Hit the Lightning Bolt to process

  7. Hit “Yes” to Prompt

    1. This will allow you to Invoice through ORD

    2.  

This created an unprocessed Credit to reverse the original Invoice. You will now need to process

Process Credit Memo

Now that the Credit Memo has been created and unprocess

  1. Go to A/R Processing screen

    1. A/R>A/R Transaction Processing>Process A/R Transactions

  2. (Optional) Narrow Down Criteria

    1. Defaults to your USERID, Clear for all

    2. Set Document range

    3. Set Customer Range

  3. (Optional) Print to confirm which Documents Process

    1. Hit Print Icon

    2. Check report for accuracy

  4. Process Transactions

    1. Hit “Process AR Transactions” or Hit F10

    2. Review the Report for accuracy

    3. Confirm when Prompted

We now have cancelled out the old Invoice and can create our Invoice under ORD

Create new Invoice

From here, you can create your Invoices however you would like under ORD>Order Invoicing.