Adjust Paid Invoice

Overview

This guide explains how to unpost and edit an invoice that was created in the current billing month. If a payment has already been applied to an invoice and you need to make changes to the line items, you must first remove the payment, which will automatically generate a prepaid credit. Once the invoice has been corrected, the credit can be reapplied.

This process applies to invoices created within the current month only.

Before You Begin

Please confirm the following before proceeding:

1. The invoice was created in the current billing month. This process cannot be used for invoices from a prior month.
2. You have access to the customer's account in the billing system.
3. You know which line items need to be changed on the invoice.

⚠️ IMPORTANT

Clearing the payment from the invoice will generate a prepaid credit on the customer's account. This credit must be reapplied to the corrected invoice once your edits are complete. Do not skip the final reapplication step.

Step-by-Step: Unpost, Edit, and Reapply

Part 1 — Remove the Payment from the Invoice

1. Navigate to the customer's account.
2. Click Invoice History.
3. Highlight and select the invoice you need to edit.
4. Click Payments.
5. Highlight and delete the amount in the payment amount field.
6. Click OK.
7. Click Yes to Clear Payment Fields when prompted.
8. Click OK to confirm.

Part 2 — Acknowledge the Credit Notifications

1. Click OK on the pop-up that appears, notifying you that the customer still owes a balance and that the payment should be posted as a credit.
2. Click OK on the notification confirming that a prepaid credit has been created.
3. An Adjustment Record will appear. Add notes if needed, or click OK to close.

Part 3 — Edit the Invoice and Reapply the Credit

1. Open the now-unposted invoice.
2. Make your edits to the line items as needed.
3. Reapply the prepaid credit to the invoice once your edits are complete.

Need Additional Help?

Our Customer Success team is here to assist you.

Phone: 847-405-9517 x1
Email: customer.success@alarmbills.com

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