Cleaning Up Old Invoices
| Document Version | v.1 |
|---|---|
| Document Last Updated | 9/9/2020 |
| Software Version Documented | v.9.6.163 |
Overview
This process documentation will cover how to clean up old open invoices that have not been paid. These cleanup exercises should be done several times throughout the year to make sure you have the most up to date information within your application, as well as to avoid any issues with old data.
Viewing Old Invoices
To view, all open invoices go to Accounting > Accounts Receivable.
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Select ‘Invoicing’
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Next, allow the system to generate all the open invoices, due to the amount it may take a few seconds.
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Using the ‘Date Range’ extend the date. NOTE: If doing this cleanup for the first time make sure you include the date range of your go-live date.
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Select the Invoice link to view the shipper.
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Alternatively, you can also go to Accounting > Accounts Receivable and select Open Invoicing
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Using the column headers, sort the Days Past Due, or Due Date to view the oldest invoices first.
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Next using the +, expand the customer to view all open invoices for that customer.
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Select the Invoice link to view the shipper.
Writing Off or Canceling Old Invoices
After you filtered to view your older invoices you now have 2 options.
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Write off the Invoices.
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Un-invoice and Cancel the order.
Writing off an Invoice
In the scenario, you want to write off these invoices, view the customer in the ‘Receive Money’ screen.
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Go to Accounting > Accounts Receivable > Receive Money
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Enter the customer’s name with the past due invoices you want to write off
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As the method payment select ‘Under Payment Write Off’
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Next, enter a backdate, i,e. If you are trying to clean up 2019, enter the date 12/31/2019.
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Now go through and select the invoice(s) you want to write off.
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Then select ‘Post’
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Finally, select ‘Write off the remaining balance’ and choose the appropriate ‘Writeoff Expense’ ledger account, and Accept.
UnInvoice & Cancel
In the scenario that you want to cancel the invoice or un-invoice and cancel you will first need to locate the invoice to view the shipper.
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While in the shipper select select ‘Post’ then ‘Unrelease’
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Confirm the following message
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By selecting this option the shipper will be canceled, Next, go to ‘Open Order’ and select the ‘History’ tab.
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Select Cancel Order and confirm the following message to cancel the order,
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The open order will be removed from the invoicing queue.