Debtor Payment Invoice Reversal for a Paid Invoice in Past Transactions
Quick Answer: This article covers debtor invoice payment reversals in GuestPoint. This is a manual procedure to reverse & re-create an invoice sitting in the Past Transactions tab of a Debtor Account.
When an outstanding invoice in the Current Transactions tab of a debtor account is completely paid off, it moves to the Past Transactions tab.
However, sometimes you need to reverse the invoice sitting in Past Transactions for whatever reason.
For example, the most common issues would be:
1. The charges in the original invoice are incorrect.
2. The wrong payment type was selected when you made payment for the outstanding invoice
To reverse an invoice sitting in Past Transactions, you will need to do a manual debtor payment reversal process.
To reverse an invoice sitting in Past Transactions, you will need to do a manual debtor payment reversal process.
This process involves two processes:
1. Creating an opposing invoice that contains the opposite amounts of the charges in the original invoice. This balances out the financial effect of the original invoice
1. Creating an opposing invoice that contains the opposite amounts of the charges in the original invoice. This balances out the financial effect of the original invoice
2. Manually recreating the exact charges you want on the new invoice and re-sending that to the Debtor Accounts.
PROCESS 1 - Creating an Opposing Invoice to balance out the Original Invoice
Process 1 involves going back to the original reservation where the invoice came from and recreating the charges in opposing amounts.
Manually post the revenue with a negative value and adding in the description that the charge is a correction for the related invoice.
For this step, you can do a bulk revenue reversal amount instead of recreating each charge step-by-step. Your invoicee will not see this correction invoice.
After recreating all your opposing charges, send it to the same Debtor Account where the original invoice is.
From
the Debtors account, proceed to Make Payment and use the exact same pay type you used for the original invoice sitting in Past Transactions tab.
Select the same print date as the payment in original invoice
For the description - add a line to clarify which invoice it is correcting.
For the description - add a line to clarify which invoice it is correcting.
Your correction invoice now will appear in the Past Transaction tab.
PROCESS 2 - Re-creating your charges in the Room Account for your New Invoice
After posting a correcting invoice, the next step is to go back to the original reservation to manually create the charges again.
This is when you can make your adjustments if your charges were incorrect in the original invoice.
This step is very manual and time-consuming and prone to error as you have to re-create every single room charge with the same description and print date (relevant to the night of stay).
Alternatively, you can do a bulk room charge posting if this suits your client. I.e. collecting 6 nights together and posting 1 room charge for $900 with the description "Room Charge: Nights from 24 October to October 29" .
This step is very manual and time-consuming and prone to error as you have to re-create every single room charge with the same description and print date (relevant to the night of stay).
Alternatively, you can do a bulk room charge posting if this suits your client. I.e. collecting 6 nights together and posting 1 room charge for $900 with the description "Room Charge: Nights from 24 October to October 29" .
Once you have manually created all your charges again, send this new invoice to the debtors account.
It will be in the Current Transactions tab as an unpaid invoice with a new invoice number different from the original invoice.
From here, you can choose to re-send this invoice to the client noting them to disregard the original invoice number. This is for scenarios where the charges in the original invoice were incorrect and your debtor hasn't paid yet.
If you had to do a debtor payment reversal because this was an accidental payment, you can Make Payment for this invoice with the correct payment.
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