Deleting or Adjusting an AR Invoice from a Closed Month

Created by Crystal Ann Harvey, Modified on Tue, 8 Jul at 8:53 AM by Crystal Ann Harvey

AR Invoice Adjustment can be used to make changes to AR Invoices that were created in months that are now closed. The amounts entered in the adjustment will add to or subtract from the original amounts, not replace them.


Steps

  • Once a month is closed, you will no longer be able to pull an invoice back into a batch and delete it. You will need to adjust the invoice line amounts to zero. Note: These steps would have to be done if the invoice was entered to the incorrect customer and you cannot pull it in and delete it now.
  • To delete an invoice, create an AR Invoice Adjustment to adjust the amounts of each AR Line in an open month to bring the balance of the invoice to zero.
  • The steps on doing the adjustment of the invoice are as follow:

1. Go to Accounts Receivable > Programs > AR Invoice Entry
2. Create an AR Invoice Entry batch in an open month

  1. Enter + or N to create a new sequence, then tab
  2. Enter the Customer number, then tab

  3. Change the Trans Type to A-Adjustment

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  4. Once you have tabbed off Trans Type a window showing invoices will appear

  5. Choose the invoice you would like to adjust

    image

  6. Enter in all other necessary header information to get to the AR Lines
    CAUTION: Trans date entered in the header will be the date the system adjusts the balances off the invoice.

  7. Use F4 to select the AR Line you will need to adjust
  8. Use the AR > Reports > AR Invoice Detail report for reference
  9. Each AR Line that shows any amounts, retainage, discounts, tax amounts, etc., will need to be adjusted to offset the original AR Invoice Entry to reach the desired amount.

 EXAMPLE: If the original amount for the invoice was $2000.00, you will need to adjust by -$2000.00

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 NOTE: To come up with the Amount in the AR Invoice Entry form, take the Amount column minus the Tax column on the AR Invoice Detail report.

When the adjustment is done correctly, the AR Aging report will no longer show this invoice since the balance will be 0.00. If the invoice still shows, check the dates of the invoice and adjustment.


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