If your invoice contains retainage, follow alternate steps to write off the balance.

You have three options for writing off the balance of a partially paid Accounts Payable invoice.

• Enter a credit invoice: Write off the balance, but retain the original invoice records
• Enter new distributions on the original invoice: You don't want to enter a credit invoice, but need an audit trail
• Change the original invoice: Write off the original invoice using the original expense accounts

Enter a credit invoice

Enter a credit invoice for the amount you want to write off. Select and pay the credit invoice and original invoice together with a zero check.

1. From the Tasks menu, select Enter Invoices.
2. Enter and post a credit invoice with the appropriate amounts that you want to write off.
   
   EXAMPLE:

   You have an invoice for $100. You’ve paid $80 and don't want to pay the remaining $20. Enter and post an invoice with an amount of -$20.

3. Enter the appropriate Job Cost, Property Management, or General Ledger information.
4. Select and pay both the original invoice and the credit invoice together. Use a printed check, manual check, or an EFT for a zero amount.

Enter new distributions on the original invoice

Change the original invoice and then pay it with a zero check.

Invoice changes post to the accounting date of the invoice. If you already closed the period, and don't want to post entries to the original date, change the accounting date to your current period. After you accept your invoice changes in Change Invoices, you can select the accounting date of the reversing entries. Select the New accounting date.

1. From the Tasks menu, select Change Invoices.
2. Type your invoice ID or click List to select your invoice.
3. Change the invoice amount to a new reduced balance. Reduce the original invoice amount by the amount that you want to write off.
   
   EXAMPLE:

   You have an invoice for $100. You’ve paid $80 and don't want to pay the remaining $20. Reduce the amount of the invoice from $100 to $80.

4. Add a line of distribution with the amount you want to write off as a negative amount.
   
   EXAMPLE:

   To continue the previous example, add a line of distribution for -$20.

5. Enter the appropriate Job Cost, Property Management, or General Ledger information.
6. Accept and post the invoice changes in any interfacing applications.
7. Select and pay the invoice with a printed check, manual check, or an EFT for a zero amount.

Change the original invoice

Edit the existing distributions on the original invoice.

Invoice changes post to the accounting date of the invoice. If you already closed the period, and don't want to post entries to the original date, change the accounting date to your current period. After you accept your invoice changes in Change Invoices, you can select the accounting date of the reversing entries. Select the New accounting date.

1. From the Tasks menu, select Change Invoices.
2. Type your invoice number or click List to select your invoice.
3. Change the invoice amount to the new reduced amount. Reduce the original invoice amount by the amount that you want to write off.
   
   EXAMPLE:

   You have an invoice for $100. You’ve paid $80 and don't want to pay the remaining $20. Reduce the amount of the invoice from $100 to $80.

4. Change the distribution amounts to the new reduced amount. Reduce the original invoice amount by the amount that you want to write off.
   
   EXAMPLE:

   To continue the previous example, reduce the amount of your distributions so they total the $80.

5. Accept and post the invoice changes in any interfacing applications.