Editing Modifying
or voiding an invoice
If you create an invoice for something in Members360°, you can later
void it if it is not paid, or modify some parts of it.
Editing an invoice
You can edit the amounts, line item descriptions, and some other details
of an invoice. When
you save the changes, any necessary journal adjustments will be created
behind the scenes, so your accounting will still be in balance.
To modify an invoice:
Bring up the invoice you wish to modify. You
can use the invoice search page to locate the invoice (see Searching
for and managing invoices), then click the invoice number to bring
up the invoice. Or
you can navigate to a member's record and use the Accounting
section at the bottom to bring up an invoice for that member (see Member
history).
On the left under Related
Tasks, click the edit this invoice link.
-
On the page that appears, you can modify most parts of the invoice,
as explained below.
You can edit the due date, PO number, and
overall description in any way you wish. You can also modify the
description, amount, or quantity (but not
the GL account) of any existing line item.
You cannot
edit the creation date or assigned member for the invoice, and you cannot
delete an existing line item (though you can lower the amount of a line
item to zero, effectively nullifying that line item). You also cannot create additional line items.
When finished, click 
in the top right to save the changes to the invoice
or click 
to cancel your changes.
Note: If you need to make edits
that are not allowed, such as editing a GL account, you'll need to void
the invoice and create a new one. If you simply need to add line
items, just create a new invoice with the new line items.
When you edit an invoice, the system automatically creates adjustment
entries to all necessary GL accounts so everything stays in balance when
you download your A/R data (see Export
to QuickBooks or Export to PeachTree
as appropriate).
Note: If you have already allocated
payments to an invoice, you cannot lower the total amount of the invoice
beyond the amounts of the payments already applied. For example,
if you have allocated $25 dollars in payments to the invoice, you can
not lower the total amount of the invoice below $25. See Allocating
funds from payments for more info on allocation.
Voiding an invoice
If you need to cancel an invoice that has not been paid, you will want
to void the invoice. Voiding an invoice does not
delete the invoice; you can still search for and find the voided invoice
for your records if you wish. However, all account totals (for the
GL account, the member, and any line items) will be restored to their
former amounts, and journal entries will be made behind the scenes for
when you download your A/R data (see Export
to QuickBooks or Export to PeachTree
as appropriate).
You can void an invoice only if no payments have yet been allocated
to it. If you have allocated payment and need to adjust the invoice
down to match the payment, you will have to modify the invoice as described
above.
To void an invoice:
Select the invoice you wish to void. You
can use the invoice search page to locate the invoice (see Searching
for and managing invoices), then click the invoice number to bring
up the invoice. Or you can navigate to a member's record and use
the Accounting section at the bottom to bring
up an invoice for that member (see Member
history).
In the top right corner, you'll see a 
link. Click this link to void the invoice. You
can also click the void this invoice link under
Related Tasks on the left.
A warning message box will appear and the invoice
screen will darken, confirm that you want to void the invoice by pressing
the 
button.
The date of the voided transaction will be set to the current date.
When finished, you'll see a confirmation message that the invoice has
been voided. You can still view the invoice, but it will display
a status of Void as shown below. The
open amount will also change to zero, because you can not allocate payments
to a voided invoice.
In addition, the invoice will show as voided when viewing it from the
member's Accounting tab, as shown below, and
it will not affect the member's balance
