Canceling Pre-Invoices

Only the unpaid portion of a pre-invoice can be canceled.

DPS automatically cancels all unpaid pre-invoices and unpaid portions of pre-invoices when you create regular (draft and final) invoices. You can add these unpaid pre-invoice fee amounts to a regular invoice by entering them in the Fee field on the Fees tab in Billing Terms.

You can also manually cancel pre-invoices.

The general ledger is not affected when pre-invoices are canceled.

Automatically Canceled Pre-Invoices

All unpaid pre-invoices and unpaid portions of pre-invoices for a project are canceled automatically when you do either of the following:

• In Billing > Interactive Billing, preview or final accept a regular invoice for a project.
• In Billing > Batch Billing in the desktop application, create a regular (draft or final) invoice for a project.

The Pre-Invoice section of the regular invoice includes all of the pre-invoice fee amounts that are canceled automatically as a result of creating the regular invoice. The canceled fee amounts are listed in the Cancelled column. These canceled pre-invoices also display as canceled in the Pre-Invoice section of all future pre-invoices that you generate for the project.

Manually Canceling a Pre-Invoice

In Invoices on File (Billing > Interactive Billing > Tools > Invoices on File), you can manually cancel an unpaid pre-invoice or the full, unpaid portion of a pre-invoice. You cannot cancel only a portion of an unpaid pre-invoice.

The Pre-Invoice section of the next regular invoice that you create includes any pre-invoices that you manually canceled since the last regular (draft or final) invoice was created. Their canceled amounts are listed in the Cancelled column. These canceled pre-invoices also display as canceled in the Pre-Invoice section of all future pre-invoices that you generate for the project.

When Pre-Invoices Cannot be Canceled

Pre-invoices cannot be canceled if any of the following apply:

• The pre-invoice is in the approval process.
• The client has paid more than the total amount of the pre-invoice.

Printing and Previewing Canceled Pre-Invoices

You can print and preview canceled pre-invoices in Invoices on File in Interactive Billing. The cancellation template that you entered on the Pre-Invoice tab in Billing Terms for the project is used for printing and previewing a canceled pre-invoice.

View a List of All Canceled Pre-Invoices

You can view a list of all canceled pre-invoices for a project by viewing the most recent pre-invoice in Invoices on File in Interactive Billing. The Pre-Invoice section lists all pre-invoices that have been created. Canceled pre-invoices have an amount in the Cancelled column.

Voided Regular Final Invoices

If a final invoice is voided, the cancellation of the unpaid pre-invoice amount is not reversed. In this scenario, you must reverse the cash receipts, and then create new pre-invoices and apply those cash receipts to the new pre-invoices. The new pre-invoices are then available to apply to the next final invoice.