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Editing paid invoices: Revenue accounts and offline payments

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Zane P
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Before you begin Features mentioned in this article are part of our ongoing improvements to the Financial module. These features are gradually being rolled out to all accounts. So, they may not be immediately available to you.

On this page:

Editing paid invoices

Administrators with financial permissions can update specific details on Paid invoices. This allows you to correct accounting or record-keeping errors without the need to void and recreate the entire transaction.

Accessing the invoice editor

The invoice editor is accessible from any invoice or credit memo:

  1. Find the invoice you want to edit using one of these methods:
  • Go to the Financial module, click on the Invoice tab, and find the invoice from the Invoice List.
  • Go to a member's profile, click on the Invoices tab, and find the invoice.
  1. Hover over the invoice and click VIEW.
  2. Select EDIT on the invoice.

To update revenue accounts

From the Edit invoice screen, locate the Transactions section. Under the Revenue Account column, you can update the revenue account associated with the invoice’s line items.

To update a line item’s revenue account

  1. Select the dropdown menu under the Revenue Account column for the specific line item and select a different revenue account. A few things to note about the dropdown:
  • The dropdown will display all revenue accounts currently set up in your organization's settings.
  • If a revenue account was already assigned (through a form or member type setting), it will be pre-selected by default.
  • If your organization has not yet configured any revenue accounts, the dropdown will appear empty.

Important note on discounted line items

If a line item is discounted, both the payment and discount line item are linked and assigned to the same revenue account. Editing a line item’s revenue account will automatically update the revenue account tied to any associated discounts.

Editing offline payment details

For invoices settled Offline, you can update payment details underneath the Payments section. Each recorded payment appears in its own line.

Adjustable fields

  • Payment Type: Change the method (like switching from Cash to Check).
  • Date Received: Update the Payment date using the calendar picker.
  • Reference / Check: Edit the check number or internal reference notes associated with the payment.

Note Payment amount: You cannot change the amount of the payment in this section. To change an amount, the payment would typically need to be refunded and re-recorded.

Tracking changes on the Activity Log

All edits to invoices (date, type, and reference #) are automatically tracked. Check the invoice Activity Log to see:

  • The original information.
  • The updated information.
  • The name of the Administrator who made the change.
  • The date and time of the edit

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