RE: Return Subscription & donationalready paid with invoice

Quick question. I have an issue with an invoice payment. A patron ordered several tickets and I "paid" them off on invoice. I posted the first payment yesterday but we didn't have a GL for the Invoice payment method apparently. Now I've assigned a subscription GL and I need the payment to go to Subs. I've tried doing a -$357.50 but it won't let me do a negative payment on invoice even though I clicked BOTH on refund and income for INVOICE in the Payment Method screen. It won't even let me do a refund to a gift certificate then redo the payment. Our IT checked the security settings and we tried INCOME box checked then unchecked. I logged in again and it still wouldn't let me do a negative payment. Is there any way to back out that payment? 

Thanks.

Adria

I may be misreading this, but it sounds like your invoice pay method is not set up properly, and you may need to do an unpost to correct the issue.

The invoice payment method should have a GL assignment separate from your regular ticket income. When you use the invoice pay method to pay off an order, the value is debited from the invoice GL and credited to the ticket at that time. Later, when you pay off the invoice from the constituents module, you debit the value from the "real" pay method and credit it back to the invoice GL. So, you can think of the invoice GL as a temporary "line of credit" used to make payments on a ticket order on behalf of a customer before they actually transfer currency.

You can NOT refund to the invoice payment method. If an adjustment needs to be made (as described by Kevin earlier in this thread) you must refund the ticket or contribution to an on-account pay method and then use that on-account method to (partially or fully) pay off the invoice.

So assuming I've understood you correctly, the order value actually went to the subs GL back when you paid off the order using the invoice method in the first place. I don't really know what the implications are of having no GL configured at ALL for the invoice pay method, but I can't think of a reason you couldn't just pay off that invoice as normal since both the debit and credit would be posted to the same place. If that's not the case, what you probably need to do is have your DBA run the UP_UNPOST procedure on your invoice postings and re-post after you have set up the invoice paymethod with a distinct GL.

Okay. So I had to reread your response a few times. You have to talk to me like a four-year old with this. So I'll change the Invoice GL back to the nothing GL it was (it was just a bunch of 0s). No one uses the invoice method but me-I asked.  I'll unpost the batch but then what? I can't back the payment out even on account. 

You could do an unpost if you had a real GL you were going to use for invoices and needed to correct it for your books, but if not, the only reason to do an unpost would be if you have made TWO SEPARATE postings to two different GL #s assigned to the invoice paymethod.

If you never paid off the invoice, then you don't have to unpost anything -- just reset the GL back to the 000s that it was for the original posting, and go from there.

I still don't understand what your issue is with the subs GL. Was this not set up properly on the product? If that's the case, then you will need to unpost, but not for any reason related to using the invoice method.

okay so I already had our IT guy unpost the batch. So the problem came up when finance called and asked what was this invoice payment. No one here has used it but me. The order was set up with the sub pricetypes on each performance (it wasn't sold as a package) and a sub source code. The patron will make payments over a six month period. Finance doesn't want this 00 GL showing up each month and not credited to Subs for six months. So I was trying to "refund" the first payment to ON ACCOUNT or a Gift Certificate and repost the payment after I changed the invoice GL to a Subs GL. But you're saying that doesn't matter? So maybe I'll just change the Invoice GL back to 00 and tell them to suck it up but I have to be able to explain it to them and I don't understand the problem myself.

Thanks. 

When you paid off the order using the invoice payment method, the subs GL was credited immediately at that time. This is only possible because the invoice GL is debited for that same value at that time. As you pay off the invoice over time, you are no longer dealing with the subs GL -- you are simply paying off the debit you created in your invoice GL.

If you've already unposted the invoice GL batch and finance wants something they can understand, you need to have them designate a GL # to be used for the invoice debit that will be paid off over time. You would then associate that GL with your invoice payment method, and redo your posting. By the time the invoice is fully paid off, the value on this GL will be 0.

If your finance office doesn't want to create a new real GL #, you could designate a dummy GL like 0004-0000-0000-00 as your invoice GL, just so finance can recognize it on your posting reports. But that's up to your organization.