Edit or delete payments on invoices

Overview

You can manage payments by editing, deleting, or unapplying a payment credit with Payment Collections. For example, you can delete a payment credit on an invoice if you accidentally enter a duplicate. You can access payment credits from the Invoice screen and make updates as needed with just a few steps.

Things to know

• You can delete or edit payment credits only in pending status.

• Unapplying a payment credit removes the payment credit from invoices it was previously applied to. The payment credit can be applied to other invoices.

• Deleting a payment credit removes the payment credit from the invoices it was previously applied to.

• Check that you have the correct business unit in Collect and Apply Payments before you delete, edit, or unapply a payment credit.        

  • You can edit business unit.

• Editing a refund is different from editing a payment. For more on editing refunds, see Edit or delete a refund.

Edit, unapply, or delete a payment credit from an invoice

Note: You can edit payment amounts for invoices that have not been posted or exported.

1. Open the invoice and go to the Payments section.

2. To edit payment information, click Edit. 

3. The Edit Payment screen opens. 

4. In Payment Details, edit the fields as needed:        

   1. Payment Type—Select the payment type from the dropdown                

      Note: Your selection impacts if payments are chargeable directly from ServiceTitan or if you need to go to a portal outside ServiceTitan. It also impacts what fields need to be completed. For more information, see How to process a check payment / bank transfer (ACH) directly in ServiceTitan or Process a credit card payment directly in ServiceTitan.

   2. Amount—Dollar amount of the payment

   3. Date—Date of the payment

   4. Memo—Your notes on the payment. Can be used for reporting purposes.

   5. Business Unit—Business unit the payment is associated with                

      Note: If you use integrated payment methods, BU determines which bank account the payment is deposited in. If you use QuickBooks Desktop (QBD) integration, BU affects the QBD file the payment exports to.

   6. If you edited Amount, enter a payment amount to apply to each invoice in Amount Applied. Only the invoices that payment was previously applied to display.                 

      Tip: Amount Applied can't exceed the payment amount. Payment greater than invoice balance is saved as an unapplied credit.

   7. When you are finished, click Save. A confirmation message displays. 

5. To remove the payment from the invoice, click unapply. Unapply Credit opens.         

   1. Click Confirm to continue. A confirmation message displays. 

6. To delete the payment from the invoice, click X. Delete Credit opens.         

   1. Click Confirm to continue. A confirmation message displays.

Delete a payment credit from Payments

1. Search for the payment you want to delete.

2. Click the Invoice # you want. The Invoice screen opens.

3. In the side menu, click Collect and apply payment. The Collect and Apply Payments screen opens. 

4. Under Payment Details, click Credits.

5. Click Morefor the payment credit you want to delete and select Delete Credit. A confirmation pop-up opens. 

6. Click Confirm. A confirmation message opens. 

Edit a payment credit from Payments

Note: You can't edit a payment that is partially or fully refunded. Delete the refund before trying to edit the payment.

1. Search for the payment you want to edit.

2. Click the Invoice # you want. 

3. The invoice record opens. In the side menu, click Collect and apply payment. The Collect and Apply Payments screen opens. 

4. Under Payment Details, click Credits.

5. Click More for the payment credit you want to edit and select Edit Credit. The Edit Credit pop-up opens. 

6. Depending on the payment method, you can edit:        

   1. Date: Revised date

   2. Payment Type: Select Cash, Check, or Credit Card from the dropdown

   3. Auth/Check Number: New authorization or check number

   4. Memo: Your internal memo for the payment credit

7. If you'd like to batch the payment for export:        

   1. Click Save & Batch to save the payment and batch it at the same time.
      The Batch Payment pop-up opens. 

   2. From the dropdown, select an open batch to add the payment to.                

      Note: Batches must be created first from the Accounting screen before appearing in this dropdown.

   3. Click Save. 

8. When you're done, click Update & Save.

Edit or delete payments from the customer profile

1. Search for and go to the customer profile where the payment was made.

2. In the side menu, click Payments to view all payments linked to this profile.

3. Find the payment you want to edit or delete.        

   1. On the payment you want to edit, click Actions > Edit Payment.

   2. On the payment you want to delete, click Actions > Delete Payment.

4. If you are editing a payment, make the changes and click Save.

5. If you are deleting a payment, click Confirm on the confirmation popup.

Want to learn more?

• See Payments