How to Stop a Recurring Charge

Modified on Sun, 12 Apr at 10:39 PM

Overview

This article explains how to add a Stop Date to a recurring charge on a customer account. Setting a Stop Date tells the system when a specific recurring charge should cease billing, without requiring you to delete the charge entirely. This is useful when a service is ending on a known future date or when a quoted agreement has a defined term.

Step 1: Open the Customer Record and Navigate to Recurring Charges

Begin by locating the customer account in Customer Maintenance and opening the Recurring Charges section.

Open Customer Maintenance and search for the relevant customer account.
In the left-hand navigation panel of the Customer Maintenance screen, click Recurring Charges.

The Recurring Charges option appears in the side menu alongside Invoice History, Credit History, Service Reminders, and Appt/Svc History.

Step 2: Identify the Recurring Charge to Modify

The Recurring Charges screen displays all active RMRs (Recurring Monthly Revenue) associated with the account, including their sequence number, code, billing cycle, next billing date, charge amount, tax status, stop date, cost, monthly amount, billing method, and last four digits on file.

Review the RMRs list and locate the specific recurring charge line you need to update — for example, the charge with code MON (Seq 005).
Click on the charge line to select it, then click Change in the left-hand action panel to open the charge detail screen.

Step 3: Enter the Stop Date on the Recurring Charge Record

Once the individual Recurring Charge detail screen is open, you can enter the Stop Date directly on the General tab.

Confirm the account and charge details displayed at the top of the screen — the Account number, Code, Bill Cycle, Cycle Amount, Monthly Amount, and Taxable status should all match the charge you intend to edit.
Locate the Stop Date field on the General tab, positioned below the Next Date field.
Enter the desired Stop Date by typing it directly into the field or using the calendar icon to select the date. In the example shown, a Stop Date of 4/30/2026 has been entered, with a Next Date of 4/01/2026.
Verify the remaining fields are correct, including Pro Rate First Time, Svc Starting, First Used, Seq, and Identifier, as well as the Description Override if applicable.
Click OK in the left-hand action panel to save the change.

⚠️ IMPORTANT

The Stop Date determines the last date on which this recurring charge will be active. Once the Stop Date has passed, the charge will no longer appear on future invoices. Make sure the date entered reflects the correct end of the billing period for this service. As shown in the example, the Description Override field may reference a pending quote (e.g., PENDING: QUOTE: Q000221) — verify this information is accurate before saving.

Field Reference: Recurring Charge — General Tab

The table below summarises the key fields visible on the Recurring Charge General tab for reference when adding or reviewing a Stop Date.

Field	Description
Code	The charge code identifying the type of recurring service (e.g., MON)
Bill Cycle	The billing frequency (e.g., M = Monthly)
Next Date	The date on which the charge will next be billed
Stop Date	The last date on which this recurring charge will be active; the charge will not bill after this date
Cycle Amount	The amount billed per cycle
Monthly Amount	The equivalent monthly billing amount
Taxable	Indicates whether tax applies to this charge (Y/N)
Monthly Cycle Cost	The internal cost associated with this monthly recurring charge
Pro Rate First Time	Whether the first billing period should be prorated (Y/N)
Svc Starting	The date on which the service began
First Used	The date the charge was first applied to the account
Seq	The sequence number assigned to this recurring charge line
Identifier	A unique identifier associated with the charge or agreement
Description Override	Optional custom description displayed on the invoice; limited to 33 characters. Usually left blank.

Need Additional Help?

Our Customer Success team is here to assist you.

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