Cancel a collection or declare an unpaid payment
A collection cannot be deleted: it is canceled with a reason. The invoices it paid are open again and the record stays visible in the customer's account.
Choose the right action
| Situation | Action |
|---|---|
| Payment entered by mistake or twice | Cancel collection |
| Payment allocated to the wrong invoice | Remove allocation, then allocate again |
| Check or bill of exchange returned unpaid | Declare an unpaid payment |
Cancel a collection
Open the customer's history, then click Open customer account.
In the Collections section, find the collection and click the Cancel collection icon.
Read the reminder: the payments applied to the invoices are removed and the invoices are open again.
Enter the Reason (required), for example “bounced check” or “duplicate entry”.
Click Cancel collection. The message “Collection … canceled.” confirms the operation.
To review a canceled collection and its reason, select Show canceled in the Collections section.
CAPPS refuses to cancel if part of the collection has been refunded to the customer: “Cannot cancel: part of this collection has been refunded. Cancel the refund first.” Cancel the refund in the Refunds block, then try again. See Refund a customer.
If the collection was created or reconciled from a bank transaction, that transaction goes back to “to reconcile”. The message says so: “The linked bank transaction is back to ‘To reconcile’.” See Reconcile a bank transaction.
Remove an allocation
In Collections, click the collection to show the details of the invoices paid.
Click the Remove allocation icon next to the invoice concerned.
Enter the reason and click Remove.
The payment is removed from the invoice. The amount becomes an unallocated collection again, so a customer credit, which you can allocate to the right invoice. This action requires the customer account allocation permission.
Declare an unpaid payment
In the customer's history, open the Collections tab.
On the collection row, open the menu and choose Declare an unpaid payment.
Keep the suggested reason “Unpaid” or make it more specific (for example “insufficient funds”), then click Declare unpaid.
The collection is canceled, its allocations are removed and the invoices concerned are due again. It appears with the status “Unpaid — receivable reopened”. The Re-invoice fees button then lets you invoice the customer for the fees of the unpaid payment.
A cash collection cannot be declared unpaid. Simply cancel it.
To correct the invoice itself, not its payment, see Correct a validated invoice with a credit note.