In Accrisoft Freedom, in the Invoices Module, you can create line items on your Pro-Forma invoices that are marked as 'optional' items. The customer can opt not to pay for those line items in the MyAccount area.
As the Pro-Forma invoice has not hit the ledger this is allowed without having to Void the original Invoice first to remove any up-paid line item(s).
Posted Invoices can not have 'optional' items on them as they have hit the Ledger and must be voided for changes to be made to them.
Once a Pro-Forma invoice is paid without an optional item(s), the paid line item(s) remain on the original invoice and that invoice is posted to the ledger. It is converted to a Posted Invoice type with the original invoice number.
A new Pro-Forma Invoice is created from the original invoice containing the unpaid line item(s). The invoice number is the original invoice number plus the '-1' suffix. This '-1' Pro-Forma remains in the customer's MyAccount.
The intent of this feature is to allow for Pro-Forma invoices to include, for example, a 'Contribution' that is an optional line item on the invoice. This new Pro-Forma remains on the customer's MyAccount, and they could decide to pay the voluntary donation in the future.
You could review all your customers that have these '-1' invoices and reach out to them in an engagement campaign to try to capture those additional funds.
Note: If you have a '-1' invoice with two 'optional' line items on it, and the customer only pays for one line item, the '-1' invoice will be posted, and a '-2' Pro-Forma invoice will be created with the unpaid item on it - and so on.
As these '-1' invoices are Pro-Forma invoices, they have not been posted and have not hit the ledger. They are also not included in aging.
The '-1' invoices be deleted without impact to the Ledger.
You can search for invoices that include the '-1' and delete them in bulk.
This is part of the core functionality of the Accrisoft Freedom system and can not be disabled.
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