Invoice Missing from Collect and Apply Payment ScreenLast updated on 02/13/2022
This article helps resolve the problem of invoices not being visible on the Collect and Apply Payment screen when payments need to be applied to them.
Invoices won’t appear on the Collect and Apply Payment screen if their balance is $0 or less. To ensure accurate tracking and accounting, refunds typically require positive and negative payments to be applied to invoices with balances of $0 or less.
In order to interact with an invoice with a balance of $0 or less, you will need to add a temporary task with a positive price total to create a balance. From there, you can apply positive or negative payments and then delete the task, bringing the balance back to $0 or less as needed.
In the event that the original invoice is already posted or exported, this will need to be done on an adjustment invoice.
Note: Negative payments can only be added on Adjustment Invoices
Add an Adjustment Invoice
To create an adjustment invoice:
Navigate to the invoice.
Click Add an adjustment invoice on the left side.
Note: Adjustment invoices can only be created if the invoice is posted or exported unless the Create adjustment invoices before the original invoice configuration is enabled.
Add a Dummy Task to the Invoice
To add a dummy task:
Click Add a task on the left side.
Type at least one letter into the Name field to bring up pricebook items.
Change the Unit Price to match the positive payment that you need to apply to this invoice.
Apply Payment to the Invoice
To apply a payment to the invoice:
Click Collect and apply payment.
Click the Credits section and select the payment(s) that need to be applied to the invoice.
Click Apply to Invoice and select the invoice.
Delete the Dummy Task
To delete the dummy task from the invoice:
Click the x next to the task.
Click OK when prompted.
If an adjustment invoice was created to house the dummy task this can also be deleted
Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.