Unapply a City Ledger Invoice (Cloud) 🎥
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Unapplying a City Ledger invoice removes the application of that invoice from the account’s outstanding balance and returns its charges to an unapplied state. This is used when an invoice was applied in error or needs to be corrected before re-billing or adjustment. Reapplying an invoice should be done carefully, as it affects the account balance and subsequent billing activity.
Path: Accounting > City Ledger > Account Listing > Select the CL Account > Account Details
Instructions
Unapplying a City Ledger invoice requires selecting the invoice from Account Detail and using the Unapply option.
1. Select the Invoice. In the Invoices section of Account Detail:
- Locate the invoice you want to unapply.
- Click the row to highlight it.
2. Unapply the Invoice. With the invoice selected, click Unapply.
This removes all applied payments and returns the invoice to an unapplied status. It also updates the account balances accordingly.
1. Correcting Charges vs. Creating a New Invoice
If you only need to correct charges, you can open the related folio and make adjustments directly. Any changes made to the folio will automatically update the associated City Ledger invoice and account balances.
However, if you need to create a new or separate invoice, the original invoice must be unapplied first. Unapplying returns the charges to an unapplied state so they can be grouped and billed differently.
2. When Unapplying Affects Payments
If payments were already applied to the invoice, unapplying the invoice will remove those payment applications. Review payment history carefully before proceeding.
3. Use Caution
Unapplying an invoice affects account balances and billing records. Ensure you are selecting the correct invoice before proceeding.
Consider Payment Application First
If your goal is to correct an invoice because of a payment error, consider whether you need to unapply a payment instead of unapplying the invoice. Removing applied payments may resolve the issue without unapplying the invoice.
Invoice Number Behavior
- When a City Ledger invoice is unapplied, the invoice number associated with that invoice is permanently removed from the system.
- The system will continue generating new invoices using the next available invoice number. The unapplied invoice number cannot be restored or searched after it has been removed.
- Before unapplying an invoice, confirm that the invoice number does not need to be retained for reporting, audit, or client reference purposes.
Still Need Help With This Topic?
Ask Yourself:
- Am I unapplying the correct invoice?
- Have I reviewed any applied payments that may also require unapplication?
- Do I need to adjust the folios before rebilling?
Support May Ask You:
- Which invoice number you are unapplying
- The City Ledger account name or number
- Whether any payments were applied to the invoice