• "Why can't I edit this invoice?"
  • "How does a lock date affect editing invoices?"

Important Information

  • Once a lock date is set, no financial records can be created or modified on or before that date.  However, payments and allocations to outstanding invoices and credit notes are allowed within the locked period.

 

  • Examples of restricted actions on invoices within a locked period:
    • Items cannot be added, removed, or discounted.
    • Invoice Date or Due Date cannot be modified.
    • Invoice cannot be voided.

Resolution Steps

  • Extending the Length of a Reservation
    • Note: This solution requires having the Dockage Rate as an Inventory Item.

 

  1. After changing the length of the existing reservation, click until the Reservation Preview screen.
  2. Click on the Billingtab.
    1. Click View on the invoice to verify that the number of nights and the reservation amounts are correct.
    2. If the added nights are not billed due to invoice being in locked period, click Actions > Create New Invoice in the upper-left part of the screen.
  3. In the new Invoice screen, add the Dockage Rate from the Inventory Item list.
  4. Enter the number of nights in the Quantity field.
    Note: The system will automatically account for the length of the vessel.
  5. Complete the transaction by clicking on Take Payment or Save to Account.

 

  • Providing a Discount or Decreasing the Length of a Reservation

 

  1. Open the invoice to be discounted.  For steps, refer to How to Open an Invoice.
  2. On the bottom left, click Credit/Return.  A pop-up window will open.
  3. In the Return/Creditscreen:
    1. Select the item, then enter the Quantity (negative amount or days being removed) and Unit Price (positive amount or reservation rate) together to create a Credit Note for the discount.
      Note: The system automatically applies tax to the Credit Note, so enter the pre-tax amount.
    2. Click Credit/Return.

Note: The credit can be allocated to an outstanding invoice or refunded through the newly created Credit Note invoice.

 

  • Voiding an Invoice

 

  1. Open the invoice to be voided.
  2. On the bottom left, click Credit/Return.  A pop-up window will open.
  3. In the Return/Credit screen:
    1. Select all items without changing Quantity or Unit Price.
    2. Click Credit/Return.  This creates a new Credit Note invoice.
  4. In the new Credit Note invoice, click on the Original Invoice number (link in blue) to return to the original invoice.
  5. On the top, click Allocate Credit.  A pop-up window will open.
  6. In the Credit Allocation screen, select the newly-created Credit Note and allocate the amount to make the invoice balance $0.00.

 

  • Voiding or Reversing a Credit Note

 

  1. Create an invoice for the same contact with the same exact items and pricing as the Credit Note.
  2. Click Allocate Credit.  A pop-up window will open.
  3. In the Credit Allocation screen, select the Credit Note to be voided/reversed.
  4. Click Allocate.


Verification: The edits that need to be made should be done.