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Firm billing and fees

Error: One or more of the invoices selected to revert has been paid and will not be reverted

Scenario

You may get the following error message when trying to revert an invoice.
Error message
One or more of the invoices selected to revert has been paid and will not be reverted.

Solutions

Solution 1:
Verify the following:
  • The client is setup to impound the firm vendor.
  • The user created an ACH file that included the funds for that invoice.
If both of these are true and the funds have been processed, you can't revert the invoice since the program currently doesn't support the reversing of firm vendor funding.
If the invoice was supposed to be finalized and the funds were supposed to be processed but the program crashed when trying to submit the ACH file to Kotapay, you can recreate the ACH file and resubmit the file to Kotapay. 
  1. Select
    Actions
     then
    Process Direct Deposit
    .
  2. Select
    Manage Files
    .
  3. Find the ACH file you tried to submit to Kotapay that failed and select it.
  4. Select
    Recreate File
    .
important
Make sure you've selected the correct file because
Recreate File
 recreates the file exactly like it was originally created and resubmits it to Kotapay.  If you select the wrong file, you might send duplicate records or payments to Kotapay for transactions that Kotapay has already received.
Solution 2:
If the invoice shouldn't have been finalized and the funds shouldn't have been processed, you can make manual entries to correct it:
  1. Select
    File
     then
    Print Billing Invoices
    .
  2. Select
    Add Fee
     then manually enter a negative invoice for the amount you need to adjust.
  3. Print the negative invoice or mark the
    Create fee as final
     checkbox.
  4. This will generate a negative fund for the Firm vendor, which you can process.
important
Once the negative fund is generated, you can't process negative funds for firm vendors in Accounting CS. You'll have to wait until you have a positive firm vendor fund for the same client that's equal to or higher than the negative amount that they can use to offset it against.
For example, if you enter an invoice for -$250 you can't process that on its own.  However, if you get a new positive invoice for $300 in the future, you can process the 2 together for the net amount of $50.
Solution 3:
Delete the invoice:
  1. Select
    File
     then
    Print Billing Invoices
    .
  2. Go to the
    Finalized
     tab and find the invoice you want to delete.
  3. Select
    Revert
    . The invoice will become unprinted again.
  4. Go back to the
    Unprinted
     tab and delete the invoice.

This article applies to:

  • PRODUCT: Accounting CS

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