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Summary
This article covers how to manage invoices on accounts. It includes but is not limited to, closing, voiding, emailing and rendering invoices.
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Email - emails the selected invoice(s) to the billing contact on the account. This will render and close the invoice selected
Close - closes the invoice(s) selected. This will render the invoice and mark it as closed, you can then email the invoice or mark it as printed as needed
Printed - marks the invoice(s) as printed and close them so that they will not be sent to the print queue during billing. You can manually send/email invoices or print them if they need to be delivered to the customer. When you select this option you will be prompted to supply a 'Sent Date'
Void - voids/reverses an entire invoice and creates a new closed invoice that has the reversals on it. Both the voided and the new invoice will be closed. The 'Void' column will display 'Yes' for the invoice that was voided and 'Voids InvoiceID' for the invoice that voids (or cancels out) the invoice that was voided. Voiding marks both invoices as 'Sent' as well so that they are not automatically delivered to the customer. Voiding an invoice will result in the following:
A reversal of the entire invoice, generating a new set of reversals to zero out the original invoice
A reversal of taxes according to the current rates. It will not reverse taxes simply by using the tax rates that were originally applied, it will use the existing tax configuration even if the rates have changed since the invoice was originally created
The 'Usage Next Bill Date' on the Usage Billing Frequency component will be rolled back so that usage is not billed beyond the reset period
Alert: prior to EngageIP 8.6.2 the Usage Next Bill Date on accounts was not set back when voiding an invoice. You will need to manually reset the Usage Next Bill date if you are running an older version of EngageIPRecurring and non-recurring package next bill dates will be reset. E.g. if a monthly user-package was billed on for Oct 1st, the next bill date on the user-package would be updated to Nov 1st. If the October invoice is voided, the user-package next bill date would be reset back to Oct 1st so that it can be billed out again. If an invoice contains billed charges for multiple billing periods the user-package next bill dates will be reset back so that it will bill for the initial billing period of the series the next time billing is run
A reversal of ticket transactions. Charges will need to be added manually if you want to keep ticket transaction charges on the account
The UDRBiller InvoiceID and UDRBillerBucket.InvoiceIDs will be set to NULL for rebilling purposes. For UDRBillers (billing period specific usage charges) and UDRBillerBuckets (billing period specific usage buckets), each of the records billed on the voided invoice will also be cleared out so that they can be billed again
One Time fees will be reversed on void, and when rebilled, the one time fees will bill out again
Open - opens the selected invoice (only one invoice can be open at a time). This allows you or the system to make adjustments, or add more transactions onto the invoice. You likely will want to close the invoice after you're doing making adjustments
Caution: be sure you are only opening and modifying invoices that have not been sent to the customerOpenUnsent - allows you to open the selected invoice provided it was not sent to the customer ('Sent Date' is not set). To prevent sent invoices from being opened the 'Open' list select action can be disabled using role permissions
PrintQueue - sends the selected invoices to the Print Queue for printing. The print queue can be viewed by accessing the Reports -> Invoice Print Queue report
ReTotal - updates the InvoiceSummary of the selected open invoice (developer tool). This option should be hidden using role permissions
XML - exports the data in the selected invoice as XML
Ticket - allows you to add ticket references
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