How can I delete payments, reverse invoices, and manage partial payments in ShopView?
Managing invoice payments in ShopView includes actions such as deleting payments, reversing invoices, and applying partial payments. Here’s a comprehensive guide to help you navigate these tasks efficiently.
Deleting a Payment and Reversing an Invoice
To delete a payment and reverse the invoice:
Open the Customer Record: - From the work order, click on the customer name hyperlink, or navigate to the customer file from the customer listing.
Delete the Payment: - Go to the Payments tab. - Locate the payment you want to delete and click the Garbage Can (delete) icon.
Reverse the Invoice: - After deleting the payment, the invoice will move back to the Unpaid Invoices tab. Open the invoice by clicking its hyperlink. - In the Finance tab, select the Reverse action.
Important Notes:
If reversing an invoice displays a message stating that you must delete the payment first, ensure you remove the payment from the customer file before proceeding.
Unpaid invoices can be reversed directly from the Finance tab.
After reversing the invoice, uncomplete any lines if further changes are required.
Effects of Reversing an Invoice
Reversing an invoice has the following implications within ShopView:
The associated work order returns to the Completed status.
Reversing an invoice neither credits the customer’s account nor requires the work order to be rebuilt.
Applying Partial Payments After Deleting a Payment
To remove a previous payment and reapply a partial payment, follow these steps:
Delete the Existing Payment: - Open the customer profile, go to the Payments tab, and locate the payment applied to the target invoice. - Delete the payment.
Reverse the Invoice: - Open the linked invoice and select the Reverse Invoice option.
Recreate and Apply a Partial Payment: - Click the Create Invoice option to recreate it. - Select the desired payment method and enter the partial amount you wish to apply.
This process resets the invoice, allowing you to update it with the correct partial payment amount.
Conclusion
Mastering payment and invoice management in ShopView ensures accurate financial records and provides flexibility in handling customer transactions. By understanding how to delete payments, reverse invoices, and apply partial payments, you can maintain efficient workflows and correct errors as needed. If you encounter specific scenarios or errors while performing these tasks, consult the troubleshooting guide for further assistance.