Reverting Billing Data for Invoiced Billing Events

You might need to cancel a sales invoice that was incorrectly created or rectify a sales invoice that is disputed by a customer. With SRP installed, you must consider both the Accounting documents and the PSA business records that they were created from.

In PSA, this means that you would typically want to delete the billing event and revert the business records (timecard splits, expenses, milestones, miscellaneous adjustments, and budgets) to a state where they can be billed again. This process is known as reverting billing data. For more information, see Services Billing Overview and Reverting Billing.

In Accounting, this means that you must discard or cancel the sales invoice or credit note. For more information, see the following:

In some cases, SRP automatically processes the Accounting documents when you revert billing data in PSA. The table below provides more information.

Scenarios When Reverting Billing Data Automatically Processes Accounting Documents

Scenario

Automatic Processing in Accounting
The billing event is linked to a sales invoice with the status of "In Progress". The sales invoice is discarded.
The billing event is linked to a sales invoice with the status of "Complete". A matching credit note is created for the sales invoice.
The billing event is linked to a sales credit note with the status of "In Progress". The sales credit note is discarded.
The billing event is linked to a sales credit note with the status of "Complete". A matching invoice is created for the sales credit note.
The billing event is not linked to any Accounting documents. No additional processing is done by SRP.

In all other cases, you must manually resolve the issues in Accounting before you can revert billing data. The steps to resolve the issue depend on the specific case. In general, ensure that:

  • Any documents that have not been posted are discarded. This removes the line items and prevents the document from being posted by accident.
  • Any documents that have been posted are canceled by an opposite document. For example, each invoice must be canceled out by a credit note, and vice-versa. This creates a transaction that cancels out the original transaction.
Warnings:
  • When the Allow Delete Without Validation field is selected on the billing event, any Accounting documents linked to the billing event are not automatically processed. Only select this field when you intend to manually resolve the issues in Accounting.
  • To perform these steps below, you must have a single currently selected Accounting company. For more information, see Setting your Current Company.
Note:

You can only perform the steps below in Lightning Experience and using the Revert Billing actions. The Clear Billing Data buttons are no longer supported. If you use the Clear Billing Data buttons, SRP doesn't perform any additional processing and the Accounting documents are not updated.

You can revert billing data for a single billing event from the record page.

To revert billing data for a single billing event:

  1. Open the billing event that you want to revert billing data for.
  2. Click Revert Billing. A message displays explaining what happens if you continue. If an error message displays, fix the error and repeat this step.
  3. Click Revert Billing. The related Accounting document is processed as detailed in Scenarios When Reverting Billing Data Automatically Processes Accounting Documents. If the Allow Delete Without Validation field is selected on the billing event, the Accounting document is not processed.

You can revert billing data for multiple billing events from the Invoiced Billing Events tab.

To revert billing data for multiple invoiced billing events:

  1. Open the Invoiced Billing Events tab.
  2. Select the billing events that you want to revert billing data for.
  3. Click Revert Billing. If billing data cannot be reverted for one or more of the selected billing events, a warning message displays. If you continue, only eligible billing events are processed.
  4. Click Revert Billing. The process starts in the background. The related Accounting documents are processed as detailed in Scenarios When Reverting Billing Data Automatically Processes Accounting Documents. If the Allow Delete Without Validation field is selected on a billing event, the related Accounting documents are not processed.

You might want to revert a single billing event item, without reverting its parent billing event. You can do this from the billing event item record page.

Warning:

Once a billing event is invoiced, we recommend that you revert billing data for the entire billing event, rather than for a specific item. This is because you cannot automatically discard or cancel a single sales invoice line item or a sales credit note line item. However, if you select the Allow Delete Without Validation field on the billing event, you can revert a single billing event item. In that case, you must manually resolve the issues in Accounting.

To revert billing data for a billing event item:

  1. Open the billing event that contains the billing event item that you want to remove billing data for.
  2. Edit the record, select the Allow Delete Without Validation field, and click Save.
  3. Open the billing event item that you want to remove billing data for.
  4. Click Revert Billing. The billing event item is now deleted and the related business record is reverted to a state where it can be billed again.
  5. Ensure that the related Accounting document is up to date. Depending on the status of the Accounting document, do one of the following:
    • If the document is not posted, manually delete the relevant line item.
    • If the document is posted, manually create an opposite document with a single line item that cancels the relevant line item from the original document.

You might want to revert billing data for a business record. The end result is the same as reverting billing data for the associated billing event item.

You can do this from the record page of the following records:

  • Budgets
  • Expenses
  • Milestones
  • Miscellaneous adjustments
  • Timecard splits
Warning:

Once a billing event is invoiced, we recommend that you revert billing data for the entire billing event, rather than for a specific business record. This is because you cannot automatically discard or cancel a single sales invoice line item or a sales credit note line item. However, if you select the Allow Delete Without Validation field on the billing event, you can revert billing data for a single associated business record. In that case, you must manually resolve the issues in Accounting.

To revert billing data for a business record:

  1. Open the billing event that contains the billing event item associated with the business record that you want to remove billing data for.
  2. Edit the record, select the Allow Delete Without Validation field, and click Save.
  3. Open the business record that you want to remove billing data for.
  4. Click Revert Billing. The business record is reverted to a state where it can be billed again and the associated billing event item is deleted.
  5. Ensure that the related Accounting document is up to date. Depending on the status of the Accounting document, do one of the following:
    • If the document is not posted, manually delete the relevant line item.
    • If the document is posted, manually create an opposite document with a single line item that cancels the relevant line item from the original document.

You might want to revert billing data for all the expenses in an expense report or all the timecard splits in a timecard. The end result is the same as reverting billing data for all the billing event items associated with the expenses or timecard splits included in the expense report or timecard.

Warning:

Once a billing event is invoiced, we recommend that you revert billing data for the entire billing event, rather than for specific expenses or timecard splits. This is because you cannot automatically discard or cancel specific sales invoice line items or sales credit note line items. However, if you select the Allow Delete Without Validation field on the billing event, you can revert billing data for a single associated business record. In that case, you must manually resolve the issues in Accounting.

To revert billing data for an expense report or timecard:

  1. Open the billing event that contains the billing event items associated with the expenses and timecard splits that you want to remove billing data for.
  2. Edit the record, select the Allow Delete Without Validation field, and click Save.
  3. Open the expense report or timecard that you want to remove billing data for.
  4. Click Revert Billing. The related expenses or timecard splits are reverted to a state where they can be billed again and the associated billing event items are deleted.
  5. Ensure that the related Accounting document is up to date. Depending on the status of the Accounting document, do one of the following:
    • If the document is not posted, manually delete the relevant line items.
    • If the document is posted, manually create an opposite document with line items that cancel the relevant line items from the original document.