Closing Open Invoices

If an invoice is open and should not be, you can close it using one of the following methods.

Method 1: Create a standalone credit memo that balances out the invoice.

1. In Invoice Entry, click the New button in the ribbon.

2. Click the Lookup button to the right of the Reference Type field, and select CM.

3. Enter the customer code or name for the credit memo in the Customer or Customer Name field.

4. Enter the location prefix or name in the Location Prefix or Location field.

5. Click the Misc button in the ribbon. The Miscellaneous Item Entry window appears.

6. Click the New button in the ribbon.

7. Enter a miscellaneous additional charge code for the credit memo in the Misc Item field. You should verify that the charge is set up correctly (whether it affects sales history, the general ledger expense account for posting, etc).

8. Enter the amount of the charge in the Amount field.

9. Click the OK button. The miscellaneous item is created.

10. If you want to add more miscellaneous items, repeat steps 6 to 9.

11. Click the Exit button in the ribbon.

12. In Invoice Entry, click the OK button to finish creating the credit memo.

13. Click the Post Invoice button in the ribbon. The credit memo must be posted before it will appear in Open Item Apply and Resolve.

14. In Open Item Apply and Resolve, enter the billing customer in the Customer Code field.

15. Enter the correct batch number and search criteria, because the number of invoices can be large.

16. Click the Show Data button in the ribbon.

17. Select the check box in the Apply As is column for both the invoice and the credit memo.

18. Click the OK button in the ribbon.

Method 2: Write off the open invoice amount to a general ledger account.

NOTE This option requires you to have previously set up write-off reason codes, which can be selected in Write off Reason Entry.

1. In Open Item Apply and Resolve, enter the billing customer in the Customer Code field.

2. Enter the correct batch number and search criteria, because the number of invoices can be large.

3. Click the Show Data button in the ribbon.

4. Enter a write-off amount in the Write-Off Amt column or select the check box in the Write-Off Apply As is column for the invoice. Select the check box if you want to write-off the entire amount of the invoice. The Write Off Reason Entry window appears.

5. Enter the write-off reason code in the Write-Off Reason Code field.

6. Enter the general ledger account for the write-off in the GL Account field.

7. Click the Add button.

8. Click the OK button in the ribbon.

9. In Open Item Apply and Resolve, click the OK button in the ribbon.