Canceling an Entire Invoice or Billing Memo

You might need to cancel an entire invoice or billing memo when you have printed it in error (such as a duplicate billing), or when you printed the invoice with errors (such as an overbilling). You can cancel an entire invoice or billing memo even if you have not yet received any full or partial payments. After you print a credit memo you cannot change it. If you print a credit memo in error, you must create a new invoice to offset the error.

To cancel an entire invoice or billing memo

Go to Revenues > Billing > Credit Memos.
Click Add.
Enter the Ref. Invoice No. and Reason Code.
Unit Number, UFS Customer ID, Bill To, and Remit To automatically populate.

The original invoice opens, and UFS credits or charges the original accounts with the amounts of the original invoice, completes any calculations, and carries the totals to Amount.

Note: The Total field must contain a negative dollar amount when you have finished.

Add blank lines if necessary.

NOTES

Select Reason Code 99 only if you find mistakes after an invoice or billing memo has been printed, or was printed in the wrong week.
To provide a proper audit trail, UFS transmits all printed credit memos, whether or not they are accurate, and whether or not the customers have received them.
Corporate Services and School Services do not use Contractual Invoices. In Corporate Services and School Services, Third Party Invoices are called Invoices. School Services invoices are called Sodexo Invoices and Client In-house Invoices.

Question: Please explain how the invoice terms are used.