Reverse Invoice

Reversing an invoice allows you to accurately credit an entire invoice. When an invoice is reversed, Gotransverse creates a new manual invoice that duplicates the original invoice using negative amounts. You cannot select specific line items to credit; you must credit the entire invoice.

For example, a customer states that their $100 monthly service for XYZ should have ended after the January invoice, but they were invoiced $100 for XYZ in February and March. This happens when a deactivation date is not entered and the service continues to be billed. If this service charge is the only invoice item on the invoice, you can simply reverse the February and March invoices.

When you want to credit specific line items of an invoice, create manual invoice based on the invoice and enter negative amounts for the line items you want to credit. If you need to rebill the invoice after it has been reversed, you can reissue the original invoice or create a manual invoice.

If the original invoice is Open when it is reversed, Gotransverse will utilize a credit adjustment to apply the credit amount of the new manual invoice to the original invoice, changing the status of both the original invoice and the new manual invoice to Closed. If the original invoice is Closed when it is reversed, the related credit adjustment will hold the credit amount and can be applied to other open invoices.

Complete the following steps to reverse the invoice:

If you know the invoice number, click Invoices in the left pane. Use the Search field to find and select an invoice. Skip to this step. Refer to Search Feature for more information about using the Search feature.

Select Customer Billing from the Gotransverse application menu .

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.
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 the icon on the title bar (on either the Customers or Accounts window) and enter part of the customer or billing account name. 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 number in the Search field. You can also bookmark regularly-used pages. Refer to Search Feature for more information.

Customers Window

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

Customer Summary Window
On the Account Details window, click the Invoices tab.

Account Invoices Tab
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 Invoice Option
2. OR, select either an Open or Closed invoice from the list to open an Invoice Details window. Select Reverse Invoicefrom the Invoice drop-down menu to open the Reverse Invoice window.
Reverse Invoice Option
On the Reverse Invoice window, enter the following information:

Required fields are marked with an asterisk.

Reverse Invoice Window

Name* — Enter a name that will identify the bill batch associated with the reversed invoice. By default, it is specified as the name of the billing account, date, and time when you reverse the invoice.
Invoice Date* — Enter the date of the invoice. This date can be backdated to the oldest open service period.
Description — Enter a description if necessary.
Manual Invoice Reason* — Select the manual invoice reason from the list.
Auto Approval checkbox — Select to immediately approve the bill batch created for the reversed invoice. If Automatic Approval is unchecked, an administrator must approve the bill batch for the reverse invoice before it will run and produce an invoice.
Use Payment Term checkbox — Select to use the payment term associated with the billing account to set the invoice due date.
Invoice Due Date* (required when Use Payment Term is not selected) — Enter the invoice due date.

After you have entered the required information, click Reverse Invoice. A new manual invoice with a negative amount will display in the list of invoices.

Topic updated: 07/2024.