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Adjust or cancel invoiceOverviewTransactions in your Wild Apricot account have corresponding invoices - see Invoices - Overview). There are two ways to adjust an invoice. You can edit the invoice directly or edit the originating transaction and then adjusting the updated invoice. Directly editing the invoice is fine for manual invoices but not recommended for automatically generated invoices - because this will lead to discrepancies between the original transaction and its invoice. If you want to reduce the invoice amount because of a special discount, the recommended way is to create a special tender and record a payment using that tender. See Complimentary transactions and special discounts If you are deleting an automatic invoice, it will result in a transaction with no corresponding invoice. Update invoice by adjusting the original transactionTo adjust the original transaction, first find and open the the invoice. Next, click on the origin link to get to the transaction.
Here, click on [Edit] (for events) or [Edit membership] (for new applications, renewals and level changes).
Here, you can change the information that was entered - for example if it is a member application you can change the membership level and the selected extra cost fields.
Once you are done editing, click on [Save] to go to the Update invoice details screen.
On the Update invoice screen the lines of the items listed on the invoice will have been updated to reflect the changes you made on the previous screen. You can change the line items manually on this screen but this will lead to discrepancies between transactions and invoices and is thus not recommended. Click on [Update invoice] to save the changes and update the contact's balance. You can then print or email the updated invoice. Changing the transaction transaction will create a record in your Audit log showing the contact affected, the date, the invoice number, and the amount of the updated invoice.
Changing the transaction will also effect your income report, updating your numbers it to reflect the new invoice amount. Edit invoice directlyEditing an invoice directly (without updating the transaction) is only recommended for manual invoices. If you edit the invoice that has a corresponding transaction and do not update that transaction as well, the transaction amount might not be equal to the invoice amount. To edit the invoice directly, find and open the the invoice. Next, click on the [Edit] button.
On the Edit invoice screen, you can update the items and amounts listed on the invoice. You can also add additional options by clicking on the green plus sign next to the last item and entering the new item name and cost into the box that appears. The cost can be a negative number if you want to include a discount. To remove an item, click on the red X. The total about due will be automatically recalculated and displayed below. Click on [Save] to save the changes and update the contact's balance. You can then print or email the updated invoice.
Cancel or delete invoiceSometimes you may wish to cancel or delete an invoice, for example - if you make a mistake or for complimentary event registrations or memberships registrations. For removing the erroneous transactions, the recommended approach is to go to the transaction in question and delete/cancel it. This will automatically delete related invoice. For example, for event registrations, you would bring up the registration for the contact and click on [Cancel registration].
Alternatively, you can delete the invoice directly from the invoice details page - though this will leave the originating transaction and can lead to discrepancies.
A record of the deletion will be added to the Audit log showing the contact affected, the date, the invoice number, the amount of the invoice, and the name of the administrator who deleted it. Deleted invoices can not be restored. Deleting the invoice will remove the invoice amount from your invoice report. See also |
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