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About form-generated invoices and credit memos
When a member submits a form that requires payment (such as an event registration or a membership application/renewal form) the system automatically generates an invoice. This article covers how to edit these specific types of invoices and credit credit memos (refunds) issued from them.
Important notes on editing invoices
Currently, editing is only available for Open (unpaid) Forms and ad hoc invoices and credit memos.
Editing an invoice does not affect its template or settings.
Invoices created before April 22, 2026, may have issues with editing line items if discounts are applied to multiple selection set items. Due to how historical invoice data is handled in MC Professional's backend, error messages may appear on these line items, making them uneditable. This issue does not apply to these invoices if created on or after April 22, 2026.
Important note on edits made to form-generated invoices
To maintain data integrity between your financial records and your form entries, any edit made to a form-generated invoice will trigger a banner on the invoice that notifies admins it’s been edited. Edits made to a form-generated invoice won’t update the corresponding form submission. So, it may be necessary to manually update the profile’s form submission based on edits made to the invoice. Check the invoice's Activity Log to confirm what edits were made.
Event form invoices
These are invoices generated from forms that include an event registration section, or pricing fields within a general section, but exclude membership sections.
Event form invoices offer the most flexibility for adjustment.
Field |
Editable? |
Notes |
Line item description |
Yes |
|
Line item amount |
Yes |
|
Invoice due date |
Yes |
|
Recipient address |
Yes |
|
Notes / Footer |
Yes |
|
PO number |
Yes |
|
Add/Remove line item |
Yes |
|
Invoice created date |
No |
Read-only; grayed out in the editor. |
Membership and multi-section form invoices
Membership form invoices: Contain a membership section resulting in a renewal.
Multi-section form invoices: Contain both a membership section and an event section or pricing fields within a general section.
Both types follow the same rules to protect your membership data.
Field |
Editable? |
Notes |
Renewal line description |
Yes |
Adjust the membership description text as necessary. |
Recipient address |
Yes |
|
Notes / Footer |
Yes |
|
PO Number |
Yes |
|
Add line item |
Yes |
Admin-added line items only (such as fees or discounts). |
Remove line item |
Partial |
You may remove admin-added line items, but membership application and renewal fees are read-only. |
Renewal line amount |
No |
Read-only; grayed out in the editor. |
Invoice due date |
Yes |
|
Invoice created date |
No |
Read-only; grayed out in the editor. |
Refunds(credit memos)
Credit memos created as part of the refund process follow these constraints.
Field |
Editable? |
Notes |
Invoice due date |
Yes |
|
Recipient address |
Yes |
|
Notes / Footer |
Yes |
|
PO number |
Yes |
|
Refund line item description |
No |
Read-only to maintain a clear activity log. |
Refund line amount |
No |
Read-only (locked to the calculated refund value). |
Add/Remove line item |
No |
You cannot add or remove line items on a refund record. |
Invoice created date |
No |
Read-only; grayed out in the editor. |
Accessing the invoice editor
The invoice editor is accessible from any Open (unpaid) invoice or credit memo:
- Find the open Ad Hoc invoice or credit memo you want to edit using one of these methods:
- Go to the Financial module, click on the Invoice tab, and find the invoice or credit memo from the Invoice List.
- Go to a member's profile, click on the Invoices tab, and find the invoice or credit memo.
- Hover over the invoice and select VIEW.
- Select EDIT on the invoice.
- Make any necessary changes to the invoice.
- Choose to discard or save your changes. Before confirming, a warning message will appear explaining the consequences of editing the invoice.
Administrative guidelines
Requirements
Permissions: To edit invoices and credit memos, you must have an administrator role with Financial Permissions.
Activity Log: All edits are captured in the invoice’s activity log, matching the same format used for ad hoc invoices.
Confirmation: A warning prompt will always appear before saving changes to ensure the edit is intentional.
Editing discount line items
Discount line items (for all form types) are treated as pairs. The original line item and its associated discount are coupled to ensure financial accuracy.
What you can't edit:
The original item and the discount line can't be separated. So, the trash can icon is removed for these pairs and you can't remove them.
You can’t edit the amount of the discount line item itself.
The total amount (original line item minus the discount) cannot be less than or equal to $0.
What you can edit:
You can adjust the amount and description of the original line item in the pair.
You can adjust the description of the discount line item.
Tracking changes on the Activity Log
Every time you make an edit, a record is automatically added to the invoice or credit memo's Activity Log. This gives you a clear history of the changes made, when they happened, and who made them.
FAQs
Why is the amount read-only (locked) on my renewal invoice?
Membership dues are calculated based on your membership settings. To change these amounts, you typically need to adjust the membership level or apply a discount as a separate line item, if the form allows.
Does editing the invoice change the form submission data?
No. Editing the invoice changes the financial record. However, a banner will appear on the form submission so you are aware that the final invoice total or details no longer match the original submission.
Can I change the date the invoice was generated?
No. The invoice’s Created Date is a system-generated timestamp and is read-only for all form-based and credit memo (refund) records.