Cancelling an Invoice

This

Cancellingarticle explains how to cancel an Invoice

existing

Ifinvoice within the OPS-COM system. This feature allows administrators to invalidate an issued invoice to make necessary adjustments—such as removing users or modifying permits—before re-issuing a corrected version. This guide is intended for OPS-COM administrators responsible for company wouldbilling likeand usersfinancial removedmanagement.

or

Setup changes& madeConfiguration

after

There is no specific module setup required to use the invoice hascancellation beenfeature. issued,It is a standard administrative tool available to staff with the invoiceappropriate mustbilling firstand bepermit cancelledmanagement from the Invoice Search page.permissions.

The page can be found under the menu tree:

• Permits -> Invoice Search

If not removed using

Using this page, the invoice will appear twice as revenue for the month it was issued and both invoices will be due for payment. Invoices cannot be removed directly from the user's payment tabs. 

Feature

To cancel an invoice, firstadministrators findmust use the invoicededicated usingsearch page. Invoices cannot be removed or cancelled directly from a user's individual payment tabs.

Cancelling the invoiceInvoice

search

page

1. Hover over Permits and click Invoice Search.

2. Enter the cancelnecessary search criteria to locate the specific invoice.

3. Click the Cancel button located next to the invoice record thatyou shouldwish beto cancelled. void.

4. Accept the confirmation prompt in the pop-up window to finalize the cancellation.

Invoices cannot be cancelled if they have already been paid for.paid. To cancel an invoice that has alreadya beecompleted paidpayment for,associated with it, you must first access the transaction records and cancel the payment mustitself bebefore cancelledattempting first.to cancel the invoice.

Visual Cues & Status Indicators

• ThisOnce willthe opencancellation ais confirmation prompt in a pop-up window.

  

  Confirmconfirmed, the invoice should be cancelled to mark it as cancelled.
  

  The invoice will nowautomatically update and appear as cancelledCancelled on the invoice report.

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Best Practices & Considerations

• Prevent Revenue Duplication: Always cancel an incorrect invoice from the Invoice Search page before issuing a new one. If the original invoice is not removed, the system will record the revenue twice for that month, and both invoices will incorrectly show as due for payment.

• MakeRe-issuing an Invoice: After cancelling the invoice, make any required changes required to the permits and users,users. andYou can then re-issue the invoice through the preparePrepare invoicesInvoices page. The company shouldwill be listed as an option tofor re-issue the invoiceissuance as long as the changes made are not further back than a year.