Reissue Invoice

Reissuing an invoice creates a new manual invoice that duplicates the original invoice’s invoice items, item prices, and invoice details, but creates a new invoice number and invoice date, pulls the current administrative information from the billing account, service information, and order information, and, optionally, recalculates the tax based on any changes to the addresses and invoice date.

For example, a customer states the tax calculation on the invoice is incorrect because the service address for a service charge is incorrect. Complete the following steps to credit and rebill the service with the correct information:

  1. Reverse the original invoice to credit the incorrect invoice. Refer to Reverse Invoice for more information.

  2. Edit the service to change the service address. Refer to Services Module for more information.

  3. Reissue the original invoice and select the Retax checkbox to create a new manual invoice that calculates the tax based on the updated service address.

If you want to keep the financial information exactly the same but need to update an address or a PO number, you may want to regenerate an invoice instead of reissue. Alternatively, you can create a manual invoice that gives you greater control over financial changes. Refer to Manual Invoices for more information.

Complete the following steps to reissue the invoice:

  1. Select Customer Billing from the Gotransverse application menu Module menu icon.

    You may see a Customers and an Accounts tab or just the Accounts window, depending on the value for the Allow Multi-Customer Accounts Billing system setting. The Allow Multi-Customer Accounts system setting must be set to True to see both tabs. If this system setting is set to False, you will only see the Accounts window while in the Customers module. Refer to System Settings for more information about configuring system settings.

  2. Select a customer from the list or search for a customer from the Search field to open the Customer Summary window.

    To quickly access a customer or billing account, click thequick search icon icon on the title bar (on either the Customers or Accounts window) and enter part of the customer or billing account name or number. If you do not see the Accounts tab, you can still search for a billing account from the Customers window by entering part of the name or number in the Search field. You can also bookmark regularly-used pages. Refer to Search Feature for more information.

    Customers Window

    Customers Window

    Click the collapse icon icon in the left pane to hide it. Click the icon to open it.

    You can manage which columns display in any table with a Configure or Columns button by clicking the button and selecting desired columns. In addition. If the table includes a Filter button, you can filter the table contents. If the table includes an Export button, you can export visible table contents (up to 50) to a CSV (comma-separated values) file. Refer to Data Tables for more information about using these features.

  3. On the Customer Summary window, select an account under the Accounts detail tab to open the Account Details window.

    Customer Summary Window

    Customer Summary Window

  4. On the Account Details window, click the Invoices tab.

    Account Invoices Tab

    Account Invoices Tab

  5. On the Invoices tab, complete one of the following steps:

    1. For the Open or Closed invoice that you wish to reissue, click the in the Actions column, and select Reissue Invoice to open the Reverse Invoice window

      Invoices Tab - Reissue Inovice Option

      Invoices Tab - Reissue Invoice Option

    2. OR, select either an Open or Closed invoice from the list to open an Invoice Details window. Select Reissue Invoice from the Invoice drop-down menu to open the Reissue Invoice window.

      Reissue Invoice Option

  6. On the Reissue Invoice window, enter the required and relevant information:

    7. Reissue Invoice Window

    Reissue Invoice Window

    Required fields are marked with an asterisk.

    • Name* — Enter a name that will identify the bill batch associated with the reissued invoice. By default, it is specified as the name of the billing account, date, and time when you reissue the invoice.

    • Invoice Date* — Enter the date of the invoice. This date can be backdated up to the oldest open service period.

    • Description — If desired, enter a description.

    • Manual Invoice Reason* — Select the manual invoice reason from the list. Reasons are created and managed in the Setup application. Refer to Reasons Module for more information.

    • Automatic Approval checkbox — Select to immediately approve the bill batch created for the reissued invoice. If Automatic Approval is unchecked, an administrator must approve the bill batch before it will run and produce an invoice.

    • Use Payment Term checkbox — Select the checkbox to use the payment terms defined by the billing account. Clear the checkbox to enter the due date for the invoices generated by the bill cycle run in the Invoice Due Date field.Payment terms are the period of time between the Invoice Date and when the invoice is considered past due. You can create Payment Terms and then use them through Account Categories in the Setup application (refer to Account Categories).

    • Retax checkbox — Select the checkbox to recalculate the taxes on the invoice. You may want to recalculate taxes if the tax rate, tax status, or service address of the billing account has changed since the date of the original invoice.

    • Tax as of Date — Displays only if the Retax checkbox is selected. Enter the date when taxes should be recalculated.

  7. After you have filled in all required fields, click Reissue Invoice. A new manual invoice is added to the list of invoices.

 

 

 

Topic updated: 07/2024.