How to Delete a General Billing Invoice

Owned by Knowledge Assistant
Last updated: Nov 17, 2023
Description of Issue
  • Delete a General Billing invoice. 
  • Can a General Billing invoice be deleted. 
  • How to remove a General Billing invoice.
  • How to delete a posted General Billing invoice.
  • How to delete an in proof General Billing invoice.
Context
  • General Billing
  • Invoices
  • Invoice Entry and Proof (gbinvent)
  • Adjust Invoices (gbinvmnt)
Cause

A General Billing invoice, either in-proof or posted, needs to be deleted. 

Resolution

If an invoice exists in an unposted batch in Invoice Entry and Proof and the invoice has not been generated, it can be deleted by following the below process: 

  1. Start by resuming the batch in Invoice Entry and Proof: Resume a Batch in Invoice Entry and Proof
  2. Click Browse. 
  3. Double click the invoice that needs to be deleted from the list of invoices in the batch or single click the invoice to highlight it and then click Accept. 
  4. Click Delete in the top ribbon.
  5. A message appears: Are you sure you want to delete this record from the database? 
  6. Click Yes to delete the invoice or No to cancel. 
  7. Repeat steps 2-6 for as many invoices as necessary. 

If the Delete button is missing, the user may lack permissions to delete invoices or the invoice may have already been generated. If the Update and Delete button are missing, then the invoice has likely been generated and will need to be deleted using the next steps. To confidently determine if an invoice has been generated, see: How to tell if an unposted General Billing Invoice has been generated

A generated invoice can only be deleted after its batch is posted. To post a batch in Invoice Entry and Proof, see: Post General Billing Invoice Entry and Proof batch

To delete a posted invoice, follow the below process:

  1. Begin by either creating or resuming a batch in Adjust Invoices. 
    1. Create a batch in Adjust Invoices
    2. Resume a batch in Adjust Invoices
  2. Click Search.
  3. Enter the invoice number in the Invoice field.
  4. Click Accept.
  5. Click Delete in the top ribbon.
    1. If no activity (payments or adjustments) exist on the invoice since its generation or posting, then a message appears: Are you sure you want to delete this Invoice from the database? 
      1. Click Yes to delete the invoice or No to cancel.
    2. If activity (payments or adjustments) do exist for the invoice, then a message appears: Prior activity exists for this Invoice, so it cannot be deleted. Would you like to adjust the amount of this invoice to zero, instead? 
      1. Click Yes to adjust the invoice amount to $0 or No to cancel. 
      2. If Yes is selected, enter the Effective Date, select the Adjustment Reason, and enter any Journal Desc. if desired. 
      3. Click Accept. 
  6. Repeat steps 2-5 for each necessary invoice. 
  7. When all necessary adjustments have been entered for the batch, click Close. 
  8. Click Post Batch. 
  9. Chose either Print, Save, PDF, or Display as the Output type for the report (Save is recommended). 
  10. Click OK.
  11. A prompt will appear: Would you like to post this Batch of Adjustments? 
  12. Select Yes to post and No to cancel. 
  13. A confirmation will appear: Adjustment Batch XXX has been posted successfully. 
  14. Click OK. 
  15. Alternatively, follow the steps outlined here to post the batch of adjustments at a later date: Post General Billing Adjust Invoices batch
Additional Information