Canceling an invoice inside the Operations App will not affect any authorizations or processed credit cards.
How to Cancel an Invoice Batch
Go to Maintenance > Customers.
Select a customer that will be included in the invoice batch that will be canceled and had either an authorized or fully processed credit card.
Go to the Invoices tab.
Right-click on the invoice you would like to cancel and select Mark as Unpaid.
Repeat steps 2-4 as needed.
For fully processed credit cards go to your PlugNPay portal and manually void each transaction associated with the invoices you would like to cancel. This is important to make sure that credit cards are not processed twice.
Go to Action > Invoices > Invoice Center…
Right-click on the invoice batch you want to cancel and select Cancel Batch.
Frequently Asked Questions?
How do you make sure that the credit card is not processed a second time?
Manually void the transaction in PlugNPay prior to canceling the invoice batch.
If orders are marked as paid before the invoice batch is run again, will it still be charged a second time?
No. If orders have been marked as “Paid” and you try to re-run a new invoice batch those orders will not be pulled into the new invoice. They are still considered paid on the original invoice.
However, if any orders have been fully charged with a credit card, marked as “Paid”, then marked as “Unpaid”, and the subsequence invoice canceled without voiding the transaction in PlugNPay, a new invoice batch would pull those orders in and charge them a second time erroneously.
Will the canceled invoice transaction show in the Processed Credit Card Transactions?
No, it will not be displayed in the Processed Credit Card Transactions.
Will the canceled invoice transaction show in the "CXT - Credit Card Invoice Processing Activity For Date Range" advanced find?
Yes, canceled transactions will still be displayed in this advanced find.
How can I mark an invoice as unpaid if I have Quickbook Online sync set up?
Since enabling the Quickbooks Online sync does not allow you to mark an invoice as unpaid in the Operations App, you must mark the credit card charge as unpaid in Quickbooks Online which will reflect in the Operations App after the next sync.