Using iDMS with persisted cash dues

With the introduction of persisted cash dues in iMIS, some workflows that previously worked with the legacy cash dues model, such as subscriptions and invoice adjustments, and no longer behave the same way in iDMS.

With persisted cash dues, subscriptions are tied to other objects including Invoice, Invoice_Lines, and occasionally Trans. As a result, certain actions, such as deleting or modifying subscriptions can create inconsistencies if not correctly handled.

Legacy cash dues	Persisted cash dues	Key takeaways
With legacy cash dues, many customers performed the following actions: Dropped or deleted subscriptions regardless of balance Reinserted subscriptions Modified dates freely	With persisted cash dues, these actions can result in long-term data integrity and reporting issues because invoice records persist independently of subscription edits. If a subscription exists, assume it is financially connected to additional records that must be handled properly.	Workflows that were acceptable with cash dues can now result in the following: Orphaned invoice balances (amount showing as owed, but no corresponding subscription record) Subscriptions with mismatched dates

Note: Under persisted cash dues, billing creates invoice records but does not create accounting entries until payment is applied. However, once an invoice record exists, it must be treated as persistent financial history. Editing the subscription does not remove or update that history.

Key guidelines for working with persisted cash dues

Review the following table to understand the important key guidelines for working with persisted cash dues in iDMS.

Change	Description	Best practice
Do not delete subscriptions with a balance	Under persisted cash dues, subscription charges are tied to specific invoice lines. Deleting a subscription that has a remaining balance will not remove the associated invoice line. The invoice, and its balance, will remain in iMIS. Deleting a subscription without clearing the balance can leave an invoice outstanding unless written off.	Before deleting a subscription, do the following: Confirm the subscription balance is zero If a balance exists, write it off or resolve it first
Do not modify dates on billed or paid subscriptions	The API currently allows date changes on subscriptions even after they have been billed and paid; however: The original invoice line retains the original billing dates Changing subscription dates does not update the associated invoice This creates misalignment between subscription records and financial records	Do not change the following on subscriptions: Bill Date Future iMIS updates are expected to further restrict these actions, but until then, staff should avoid making such changes manually.
Rebilling is not currently supported	Rebilling functionality for persisted cash dues is currently under development. Until this is available: Dropping and reinserting un-paid subscriptions is not a supported workaround. Historical invoice records remain tied to the original subscription record. Attempting to “reset” a subscription by recreating it can result in duplicate or inconsistent billing history.	Use proper financial adjustments rather than attempting to recreate subscriptions.
Adjust carefully	Adjustments should be used to correct billing errors rather than modifying or deleting subscriptions directly.	When corrections are needed: Issue appropriate credits Apply write-offs when necessary Maintain invoice history integrity This ensures accurate financial reporting, clean audit trails, and proper alignment between subscription and invoice records.

Additional guidance

The existing iDMS tutorials provide step-by-step configuration guidance; however, they assume a strong understanding of billing workflows. When persisted cash dues are enabled, it is especially important to follow accounting best practices and avoid legacy shortcuts.

If you are unsure whether an action is appropriate:

• Review the subscription’s invoice history
• Confirm there is no outstanding balance
• Consult your system administrator or accounting team