You may have run into the situation where you're unable to edit or remove the amount of an invoice item. Whether there's an allocation limit or some other reason, the system is preventing you from changing the price or deleting the invoice item. The reason for why you're prevented from doing so is due to the payment allocations. When ASAP records a payment in the system, it allots a certain amount of that payment towards each item found on the invoice. This is usually done from the first item to the last item. Here's a support article on how to update the payment allocations on the invoice:
How to Edit Amount after Allocation
In this scenario, we have a partial payment made on the invoice but we want to adjust the Materials Fee down to $0 since the student no longer needs these items:
If I select "Edit Invoice" and click on this particular fee, I see that I'm brought to a new window that's limiting me from editing the fee:
This is due to the current allocation. Since the payment was fully allocated to that invoice item, I would need to update the payment allocation in order to adjust the price down. First, I would go back to the "Reallocate Payments" screen and select the payment made. Notice that the payment had been split between both fees:
Let's go ahead and update the payment allocations so now all the payment is going towards just the first fee:
After saving, let's try to edit the fee again. Notice the window has now updated to allow me to edit the price down to $0:
After I select to "Save Changes", the fee is now updated properly and is displaying the amount I initially wanted to set it as:
How to Remove Item after Allocation
You would just follow the same steps above but instead of editing the amount, we're trying to remove it. Let's start back again using the same scenario. We have a partial payment made on the invoice but we want to remove the Materials Fee since the student no longer needs these items:
If I select "Edit Invoice", I'm able to note that the trash can icon normally allowing me to remove the fee is greyed out. If I click on it, warning message indicating that there's a payment allocated to it is preventing me from removing the item:
This is due to the current allocation. Since the payment was fully allocated to that invoice item, I would need to update the payment allocation in order to adjust the price down. First, I would go back to the "Reallocate Payments" screen and select the payment made. Notice that the payment had been split between both fees:
Let's go ahead and update the payment allocations so now all the payment is going towards just the first fee:
After saving, let's try to remove the fee again. Notice the trash can icon is not greyed out this time, allowing me to remove the fee. Once I click on it, a confirmation message will pop up, allowing me to accept the removal.
After I select to "Save Changes", the fee is now removed and is no longer displaying on the invoice:
