Edit a Payment

After you record a payment, ServiceCore allows you to make changes to the payment later by allowing you to edit the payment. You have the option to edit various pieces of information on the payment, including which invoices are linked to the payment.

In this article, you'll learn how to edit a payment. You'll also learn about what information you can or cannot change based on the type of payment, if it was a processed credit card payment, or if your account syncs with QuickBooks.

Before You Start

Here are some things to know before you edit a payment in ServiceCore:

Processed Credit Card Payments

For credit card payments processed through CardConnect or Authorize.net, please note that the following information cannot be edited:

  • Customer
  • Payment Date
  • Payment Method
  • Payment Amount

Credit Memo Payments

For payments recorded with a payment method of "Credit Memo", please not that the following information cannot be edited:

  • Customer
  • Payment Method
  • Which credit memo was used to record the original payment
  • Changing the credit memo into a processed credit card payment
  • Amount of the original credit memo
  • Removing all invoices linked to the credit memo
  • For information about credit memos if your account syncs with QuickBooks Desktop, please see these additional notes: Accounts the Sync with QuickBooks Desktop

Accounts that Sync with QuickBooks Online

If your account syncs with QuickBooks Online (QBO), please keep these items in mind:

  • You will not be able to edit payments imported from QBO to ServiceCore (for example when you initially onboarded with ServiceCore and QBO payments were imported into your ServiceCore account).
    • If you attempt to edit these payments, you will see the following error message:
      Screen_Shot_2021-08-03_at_4.32.40_PM.png
  • For payments that were recorded originally in ServiceCore, once you edit that payment from within ServiceCore:
    • The payment will re-sync to QBO with any changes the occurred from editing. This includes changes to amount, invoices paid, amount of each invoice paid, etc.
    • Any invoices associated with the edited payment will re-sync to QBO to reflect the updated invoice-payment relationship.
  • If you make a payment using a credit memo in your QBO account:

    • Editing the Payment in ServiceCore will update the Payment/Credit Memo in QBO to reflect whatever the data is in ServiceCore.

    • Changes made in ServiceCore will “erase” any prior changes that might have been made in QBO because in this case ServiceCore is being used as the “source of truth.”

Accounts that Sync with QuickBooks Desktop

If your account syncs with QuickBooks Desktop (QBD), please keep these items in mind:

  • You will not be able to edit payments imported from QBD to ServiceCore (for example when you initially onboarded with ServiceCore and QBD payments were imported into your ServiceCore account).
  • For payments that were recorded originally in ServiceCore, once you edit that payment from within ServiceCore:
    • The payment will re-sync to QBD with any changes the occurred from editing. This includes changes to amount, invoices paid, amount of each invoice paid, etc.
    • Any invoices associated with the edited payment will re-sync to QBD to reflect the updated invoice-payment relationship.
  • If you edit that payment and remove all of the invoices, you will see a warning that this payment will fail to sync to QBDScreen_Shot_2021-07-29_at_4.49.49_PM.png
  • If you proceed to save the payment, you will need to manually update that payment in your QBD account to have it match the payment in ServiceCore
  • If the payment method is "Credit Memo", you will see an alert informing you that if you choose to save the edited payment, you will need to manually update that payment in your QBD account and manually correct the credit memo-invoice links to have this payment match the payment in ServiceCore
    Screen_Shot_2021-07-29_at_5.08.48_PM.png

How to Edit a Payment

Follow these steps to edit a payment:

  1. Navigate to Accounting > Payments
  2. Locate the payment you want to edit
  3. Click the Payment Number link
  4. Review the payment to make sure it's the payment you want to edit
  5. Click the down arrow next to Print Receipt
  6. Click Edit Payment from the list of options that appear
    Screen_Shot_2021-07-29_at_5.10.45_PM.png
  7. Edit the payment information (for restrictions on what can and cannot be edited see the Before You Start section above)
  8. Once you're finished, click Save

Next Steps

After editing a payment, you may want to take the following next steps:

  • If your account syncs with QuickBooks Desktop, and you removed all the invoices linked to this payment, you will need to go to your QuickBooks Desktop account and update the invoice-payment links manually
  • Record a Payment
  • Create a Credit Memo
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