Delete A Single Invoice

Counter Menu -> Miscellaneous Invoices / Point Of Sale Invoices -> DELETE button -> Delete A Single Invoice

Accounts Receivable Menu -> Credit Invoicing -> Credit Invoices -> DELETE button -> Delete A Single Invoice

This program makes a PERMANENT deletion of the current or batch invoice selected, and can be accessed from the DELETE button in Miscellaneous Invoices or Point Of Sale Invoices.

Security:

This option should only be used if the invoice was voided.
Tight control can be maintained on which operators are able to delete invoices, by controlling the permissions on the roles assigned to Operators.
Refer to the Security Role Permissions setup on the Security tab of Configure System Settings for more information.
Counter staff should NOT be regularly using this program to delete mistakes. Instead, they should be making corrections using Miscellaneous Invoices or reverse the Invoice and reconvert it correctly.

With the standard Delete Invoice permissions set in Security Role Permissions a Current or Batch Invoice that was generated from a source document such as a Contract or Work Order, cannot be deleted and the operator is prompted whether the invoice should be reversed and if the invoice should be reversed the associated reverse utility is triggered including Reverse Rental Return by Contract, Reverse a Cycle Billed Invoice, Reverse Work Order Invoices.

With administrative Delete Invoice permissions set in Security Role Permissions an 'Invoice with Source' can be deleted. This is not advised.
If a billing invoice with a source document such as a Contract is deleted, a Document Comment is also automatically written to the source document to note the deleted invoice but the Comment default Print flag is NO.

Invoices such as ‘Lease’,’Sales Order’,’Fast Track’,’Split’, and ‘Credit Invoice’ can only be accessed if the operator as role security to delete invoices and also has menu role security to access or create the specific type of invoice.
A warning is generated if the operator has access to delete but not access to create.

Only Invoices with a zero amount can be deleted from Current or Batch status. (e.g. Invoices on Account, or invoices equal to zero dollars.)
If an invoice is in Batch and needs to be corrected, use Move Invoice From Batch To Current, to convert the invoice back to current status, then correct the invoice in Miscellaneous Invoices.

Note: Be advised that once executed, this operation cannot be undone.
Hence, prior to running this request, verify in the play environment that the results obtained from running this operation are as expected.

If an invoice is deleted, an audit record automatically notes the Operator and the Date when the invoice was deleted. This can be viewed in Delete Log. Any item with function RSIH99A refers to a invoice which was deleted. The KEY is the invoice number. The letter in front of the invoice number denotes where the invoice was located (C - Current, B - Batch), when it was deleted.

Security Roles and a password can be setup in Module Passwords. The different modules each require a password as follows:

For more information on this security feature refer to System Security Overview.

The prompts are:

INVOICE LOCATION
  • Click Current if the invoice is not posted yet.

  • Click Batch if the invoice was included in Daily Close 1 but not in Daily Close 2.

  • Invoices are in History if they have been posted through Daily Close 2 and for audit purposes cannot be deleted.


INVOICE#
Enter the invoice number to be deleted or look for it in the window.

The full customer address and ship to address appear on the screen, to confirm that this is the correct invoice to be deleted.

Only On-Account invoices and invoices with a zero dollar amount still owing are eligible for deletion.
If the total payments is greater than zero, all payments must be reversed in the Reverse Payments window.


REVERSE PAYMENTS
If the total Balance Due for the invoice is not zero, the Reverse Payments window appears to allow the operator to reverse any payments.

Multiple transactions may be entered between two different methods.
e.g. Part is paid by VISA and the remaining amount is paid by CASH.

The prompts are:

SEQ
The next available sequence number is assigned.
If Prompt for Clerk is set in Company Security Parameters, a window appears requesting the Clerk code.
If Prompt for Password is set in Company Security Parameters, a window appears requesting the Clerk's password.
DATE
Today's date displays. This is the posting date for the payment.

PMT METHOD
Enter a Method of Payment code such as V - VISA, C - CASH, to indicate how this invoice is to be refunded, or select a code from the window.

TRX TYPE
This field only applies if your firm is directly connected to a Credit Clearing house, and the payment method has been identified in Method Of Payment Codes.
The Transaction Type should be CR for a refund, or select one from the window.

AMOUNT
Enter the amount paid as NEGATIVE to issue a refund, using this Method Of Payment.

If the method of payment was a credit card that requires authorization, a credit card scan window opens the card information, as outlined in Credit Card Scanners.


Finished?
Click the DELETE button to proceed with the deletion, or CANCEL to abort the deletion.

Note: There is no UNDO key here, so be certain that this is the right invoice before deleting it.

Remove Bad Risk Entry from Cash Short Invoice:
If the cash customer on this invoice has any records logged on the Bad Risk Customers file because of a "Cash Short" transaction and this customer has no remaining posted invoices on account, deleting the invoice triggers the option to also remove the 'Bad Risk' transaction entries.
Deleting the Bad Risk record also resets the customer's “Statement Output” flag to “No” and clears the “Date Of Next Call” that was generated from a Cash Short transaction.
Click YES to deleted the 'Bad Risk' transaction specified in the pop-up window, or NO to leave that record for the customer on the Bad Risk Customers file.

Invoice Numeric Sequencing:

Many firms keep their invoice filing system in numerical order, so that auditing is straight forward. If invoices have been voided or deleted, then the numerical invoice filing may develop gaps between invoice numbers.

If an invoice has been deleted, the invoice number, the person responsible and the date of the deletion will be automatically noted by the software.
The Delete Log utility can be used to track this information.

Note: If a product detail line is deleted from an invoice, it will be automatically noted by the software, in the Over-ride report. Print Override Report will print a report including the invoice details that have been deleted.

The deleted invoice numbers can be re-used when creating a new invoice. This would eliminate any gaps in the invoice numbering system.
To re-use the invoice number, select Miscellaneous Invoices. At the Invoice# prompt, over-type the words AUTO ASSIGN with the missing invoice number.

Topic Keyword: RSIH99
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