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 Disregarding and Regenerating an Invoice
Disregarding an Invoice

Once an invoice has been generated and stored in the Ubersmith database, it can not be changed or deleted.  Like client and service records it is permanently stored in the client's account history regardless of whether it is ultimately paid or not.  If, after an invoice has been generated, it is found to be in error in some way and needs to be retracted, it will need to be disregarded by an admin user.  Like deactivating a client or service, disregarding an invoice essentially 'kills' it in the eyes of the system and will have the following effects:

  • Overdue notices will no longer be sent for it
  • It will no longer be viewable through the client interface
  • Payments will no longer be able to be applied to it
  • Any queued charges for it will be deleted.
  • It will no longer be factored in invoice-centric reports
Also like deactivating a client or service, disregarding an invoice is a permanent change.  There is no way to reinstate a disregarded invoice as either paid or unpaid.  After the invoice has been officially disregarded, the 'red x' invoice icon will appear next it's listing on the billing/invoicing tab of the client's account and will only be included in that list of the 'view all invoices' option has been selected.

Be aware that disregarding an invoice will not reverse any payments already made to it.  If it necessary, you will need to reverse any payments made to the invoice before it is disregarded.  Users will often opt to settle any outstanding balance on the invoice with a company issued account credit.  That way the invoice record will have a proper payment record settling it out before it is disregarded without showing up as money received in Reports & Stats.

The ability for admin users to disregard invoices is covered by the billing/invoicing permissions under the client manager but can also be disabled brand-wide via the setting on the 'invoice configuration' page in Setup & Admin.

Regenerating an Invoice

Invoices may be disregarded by an admin for any number of reasons.  Often it is because of some sort of error in the contents of the invoice itself requiring a new, corrected invoice to be generated.  In these cases it is best to start before the original invoice is disregarded.  If any payments have been made to the original invoice, it would be best to refund these first.  That way the record of the original payment is balanced in reports by the refund so that payments made to the new invoice are not duplicates that through off payments received totals.  Refunding a payment also reverses the affect of the payment on the services that it affected.  The balances of said services are returned to their appropriate values from before the payment was applied so that they are easier to re-invoice.

If for some reason a payment can not be refunded, the next best option will be to add a 'company issued' account credit in the amount of the applied payment.  Because it is entered as company issued it will not be recorded in reports as a money received transaction and therefore won't create a duplicate record of the original payment.  Also, the credit can then act as a pre-payment on the new invoice which will be applied automatically when it is generated.

Once any past payments have been properly organized on the old invoice, it is safe to disregard it.  Disregarding an invoice will not affect any services that were included in it.  This is why to generate a new, corrected invoice, it is necessary to edit any previously billed services so that they are able to be included in it.  Primarily this means updating the 'invoice status' of any services that appeared in the original invoice that need to show up in the new one.  There are three possible settings for invoice status:

Unbilled: A service set to unbilled indicates that it's current renewal period (the time between it's last renew date and it's next renewal date) has yet to be invoiced.  In most instances when an invoice needs to be regenerated, the invoice status will be listed as 'billed' and will need to be changed to 'unbilled' to tell the system to re-bill for the current period.  In this situation it is also important to make sure that the balance on the service is equal to or greater than the normal renewal value of the service.  If it is less than the cost of is 0, Ubersmith may not bill for the full properly value.

Billed: A service set to billed indicates that it's current renewal period has appeared in an invoice.  As noted above, in most cases to properly regenerate an invoice, this will need to be changed to 'unbilled.'

Pre-Billed: A service set to pre-billed indicates that in addition to the current renewal period, the upcoming renewal period (the period starting on the service's next renew date) has also been invoiced.  If a service that needs to be re-invoiced was originally billed in advance for it's upcoming renewal period, it will likely be set to pre-billed and will need to edited and set back to billed.  In most cases where a service is being pre-billed the balance of the service is not important.  An exception to that will be if the pre-billed service was paid in advance of it's upcoming renewal resulting in a negative balance on the service.  In that case, the balance will likely need to be edited to be just $0.

If the original invoice that has been disregarded is a month or more old, it may also be necessary to edit the last renewal and renew dates of the service to insure that the proper period is being billed instead of the current or future one.  Once the services that need to be re-invoiced have been properly updated, using the 'send invoice now' feature under the billing/invoicing tab of the client's account will allow the admin user to see a mock up of the invoice they are about to send out so they can be sure everything that should be included will be.  Once everything appears correct, clicking 'send invoice now' will generate the new corrected invoice and notify the client.

Given the different reasons invoices might be disregarded in the first place and the nearly infinite number of odd billing situations that might arise in any given account, it is difficult to put together a single concise document that clearly outlines every possibility.  Hopefully this covers the majority of situations at least.  If a situation arises where it is unclear how best to proceed, our techs at will be happy to assist and answer any questions that may arise.

Article Details
Article ID: 63
Created On: 08 Apr 2009 06:01 PM

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