Accounts Receivable — Modify a Paid Invoice
Void → Re‑Issue → Apply Credit
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Overview

If an invoice was marked as Paid but requires changes, use this controlled process: 1) Void the original invoice, 2) Create a replacement invoice, then 3) Apply the credit from the void to the new invoice. This preserves audit integrity and keeps A/R, cash, and statements aligned.

Reminder: Do not edit a paid invoice directly. Always void and re‑issue, then apply the resulting credit to the new invoice.

Step 1 — Void the Original Invoice

  1. Go to Accounts Receivable → Void an Invoice.
  2. Enter the Invoice#, then the Invoice Count.
    Tip: For the first (no‑point) invoice, enter 0.
  3. Enter the Void Date.
    • If the period is still open, use the original invoice date as the void date.
  4. Enter V to Void Invoice.

Voiding creates an open A/R Credit for the full amount of the original invoice.

Step 2 — Create a New Invoice

  • If the invoice is file‑related: use the Billing screen of the module where the file originated (e.g., Customs Brokerage, Breakbulk).
  • If the invoice is non‑file (manual): use Invoice Entry.
  • You may reuse the same base file# and enter N for Next to create a .2 invoice.

Step 3 — Apply the Open AR Credit

  1. Go to Accounts Receivable → Cash Posting / Credit Applications → Apply Credits & Cash on Account.
  2. Enter the Customer who made the original payment.
  3. Enter the Credit Ref# (the original, now‑voided invoice). Type / to list available credits if needed.
  4. Enter your new Invoice#, amount to apply, and applied date.
  5. If possible and the period is open, use the original paid date for the applied credit to keep transactions within the same period.

Tips & Period Guidance

  • If the period is closed, use the current period dates as required by policy; document the correction in the invoice remarks.
  • Retain the original file# and references to preserve traceability between the voided and new invoice.
  • After applying the credit, print or export a receipt/journal for the file to attach to the customer record.