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General Billing Invoice and Bill Amounts Out of Balance

General Billing Invoice and Bill Amounts Out of Balance

Owned by Knowledge Assistant
Last updated: Jan 23, 2025
2 min read
Description of Issue

There is a discrepancy with Billed amount and/or Total Due amount between the GB invoice and corresponding bill and it cannot be corrected using Adjust Invoices.

Context

  • General Billing

  • Invoice Inquiry

  • Bill Inquiry

  • Adjust Invoices

Cause

Undetermined

Resolution

It is strongly recommended that these processes be testing in a refreshed non-live environment before replicating in live. Any existing AR activity on the bill must be reversed prior to deleting the posted invoice.

General Revenues > General Billing > Invoice Processing > Adjust Invoices

  1. Add an adjustment batch and enter desired dates batch header fields

  2. Click Accept

  3. Click Search and enter the invoice number in the Invoice field

  4. Click Accept

  5. Click Delete (Must have GB Permission to delete GB invoices, see: Unable to delete posted General Billing invoices)

    1.  if there is existing AR activity on the bill, the following message will appear: Delete Invoice Prior activity exists for this Invoice, so it cannot be deleted. Would you like to adjust the total amount of this Invoice to zero, instead? Be aware that selecting Yes to this prompt will not reverse outstanding AR activity against the bill. It is advised that AR activity be reversed prior to adjusting a posted invoice Amount to 0.00.

    2. if there is no existing AR activity on the bill, the following message will appear: Delete Invoice Are you sure you want to delete this Invoice from the database?

  6. In the scenario described above, in step 5-b, click Yes to Are you sure you want to delete this Invoice from the database?

  7. Click Close

  8. From the batch header screen, click Post Batch

  9. At this point, the invoice can be reentered via a new Invoice Entry and Proof batch

Additional Information

Note that if any invoice adjustments have been made on this posted invoice/bill, those GBM journals will not be deleted as a result of deleting the posted invoice. It is important to take a full accounting of any related adjustment journals before deleting the invoice. Then, those GBM journals will need to be reverse via Journal Reversal.