Staff users can use Reverse and rebill to correct any completed renewal batches for both persisted cash membership and accrual invoices. When selected, this option takes users directly to the Generate renewals page with the original billing details pre-populated, making it easy to adjust and regenerate the billing.
Important! Once renewals are generated through this process, any previously generated invoices that are not yet paid are automatically reversed, and a new billing is created that includes only the contacts from the original run.
Review before beginning
Correct a renewal billing for a member if one of the following is true:
- The pricing originally used for the renewal bill run was incorrect
- The original dues billing did not include a line item
In order for the Reverse and rebill button to display for Completed billing runs, the following must be true:
- The billing run was either accrual based, or persisted cash invoices were enabled.
- There is at least one invoice available to reverse. The available invoice must have a balance greater than 0.00 and no applied payments.
- The billing run was not previously reversed and rebilled.
Reversing and rebilling a billing run
Do the following to reverse and rebill a posted billing run:
- Go to Membership > Renewals > Generate renewals > Logs tab.
- Select Completed under the Status column for the billing run.
- From the Billing run details window, click Reverse and rebill.
- The Generate renewals page with the original billing details displays. Make any adjustments and click Generate Bills.
- Clicking Cancel returns you to the Logs tab.
- When invoices with a complimentary primary billing item are reversed and rebilled, the open balance is reversed; however, new invoices are not generated.
- The rebilled billing run displays in the Logs tab.
- Select the Batch link from the Batch column.
- Click Post Batch.
Note: Deleting the batch for a rebill leaves the invoices reversed. To bill the members again,generate a renewal that includes those members.