OfficeRnD Flex allows you to detach line items from issued invoices or credit notes when billing changes are needed after documents have been generated. This is helpful when deals are updated or terms change, and you need to issue corrected invoices without confusion or double-charging.
In this article, you'll learn how and when to detach line items, and what happens after that.
Summary
Remove a line item's link to an invoice or credit note so it can be billed again.
After detaching line items, you can make changes to the invoice without creating confusion in the billing records.
Detach line items only on voided invoices and credit notes to avoid double charges.
What is detaching a line item?
Detaching a line item means removing its connection to an invoice or credit note, allowing it to be billed again with the correct details.
However, the Invoice itself won't be changed. It will still list the same services and price, and can be fully paid, including the detached line item, so we recommend voiding before detaching any items.
Detached line items are considered neither invoiced nor paid, regardless of the status of the invoice to which they belonged. They can be invoiced as usual—both manually and through the automated Bill Run.
When and why to detach line items
If you need to correct billing errors after an invoice or credit note has been issued, detaching line items allows you to reset the billing for specific items. You may want this feature if a membership charge or fee was added with the wrong price, date, or terms.
Finance teams detach line items when they void an invoice that no longer reflects the correct billing agreement and need to re-invoice the items without confusion.
For example, if you issued an invoice with incorrect meeting room fees, you can void the invoice, detach the fee line items, and generate a corrected invoice that reflects the right charges.
Detach line items
Follow the steps below to detach a line item from an invoice.
Open an Invoice or a Credit Note.
Click Detach.
Review the line items and select the ones you want to detach.
Click Detach.
Important considerations
Detaching a line item from an invoice that hasn't been voided can lead to double charges for the same service. That is why we only recommend this function for voided invoices.
If you turn Automated Billing on, detached line items may be automatically invoiced based on their start and end dates.
If you detach a line item from an invoice, it will still be shown in Data Hub until it gets voided.
Tips for success
Always void an incorrect invoice before detaching line items to avoid charging members twice for the same service.
Be aware that detached items can be invoiced again automatically if automated billing is enabled and the item's date falls in the current billing cycle.
Use clear naming and notes in invoices so your team can understand why an item was detached and re-invoiced.
Review automated billing settings to determine when detached items may be picked up for re-invoicing.