Practice CS: How to unapply a receipt or credit memo

In order to edit or delete an invoice or unpost a service charge, there can be no receipts or adjustments applied. If you attempt to modify an invoice or unpost a service charge with receipts or adjustments applied to it, you will receive one of the following messages:

  • Cannot unpost Service Charges that have applied Receipts and/or other Service Charges
  • The following invoice(s) could not be modified: The invoice has receipts and/or adjustments applied

Unapply receipt or adjustment

  1. Choose Actions > Receipt & Adjustment Entry.
  2. Click the Overview tab. 
  3. Filter for the client in question.
  4. Find the receipt or adjustment that was applied to this invoice or service charge. There may be more than one. You can view the invoices and service charges each receipt/adjustment was applied to by clicking the plus sign next to the receipt. If the receipt is grayed out, click here.
    1. If your firm uses approval and posting, go to the Review tab.
    2. Find the receipt/adjustment.
    3. Put a checkmark next to it.
    4. Right-click and choose Unapprove Selected. This will unapprove and unpost the receipt/adjustment so you can edit it.
    5. Go back to the Receipt or Adjustment tab where you started.
  5. For each receipt or adjustment that was applied to the invoice or service charge in question, click the Browse Ellipse button button between the Amount and Applied Amount columns.
  6. Change the Applied Amount to 0.00.
  7. Click OK.
  8. Repeat for each receipt or adjustment applied to the particular invoice or service charge in question.

Once all receipts and adjustments have been unapplied, you can edit or delete the invoice or unpost or override the service charge. After making the changes to the invoice or service charge, re-apply the receipt or credit to the invoice/service charge (if necessary) by repeating steps 1-8 above. In step 6, enter the amount of the receipt you want to apply instead of entering 0.00.

Receipt and Credit Applications report

If you are not able to find the receipts or adjustments, you can use the Receipt and Credit Applications report to see a list of receipts and credits along with the invoices and service charges they are applied to.

  • This report must be imported from the Practice CS Library. Go to the Practice CS Home Dashboard, click the Custom Formats link in the top and look for the Receipt and Credit Applications report under Collections. To import it, click the Import icon (green arrow). 
  • Before the report can be successfully printed, choose File > Print Reports, select the Receipt and Credit Applications report and click the Layout tab. Verify that the Applied to field is set to Credit items

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