Canceling or Changes to Invoices

1 Canceling an Invoice Batch
- 1.1 How to Cancel an Invoice Batch that has been Processed with a Credit Card
- 1.2 Frequently Asked Questions?
2 Changes to Invoiced Orders or Route Stops

Canceling an Invoice Batch

You can cancel invoice batches from the invoice center by right-clicking on the invoice batch you want to cancel and selecting Cancel Batch.

How to Cancel an Invoice Batch that has been Processed with a Credit Card

Canceling an invoice inside the Operations App will not affect any authorizations or processed credit cards.

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 Plug'N Pay 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 Plug'N Pay 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 Plug'N Pay, 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 QuickBooks 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.

Changes to Invoiced Orders or Route Stops

Some changes to orders and route stops after they have been invoiced will be reflected on the invoice, and reopening/resending the invoice will include the updates.

The following are some examples of changes that would be included in the updates.

Updates to orders and route stops on contracts where Billing is not “Contract Amount“ include but are not limited to rates, additional items, order type, address, and reference changes.
Canceled orders will be removed from the invoice, and restoring it will add it back to the original invoice.
Adding stop(s) to an invoiced contract where Billing is “Contract Amount“, and then reposting stops for the day will add the stop(s) to the invoice.

Quick Tip: Invoice updates are also visible from the Client Portal and invoices synced with QuickBooks Online are updated when there are order/route stop rates that change which would cause invoice amount to change.