Close Out an Invoice¶

Closing out an invoice writes off what is still owed as bad debt, when you have decided it will never be collected. It is a one-way action.

This does not reverse

Closing out an invoice moves it to Closed for good, and issues a Written Off credit memo against it that is never applied to anything else. There is no undo. Only close out an invoice once you are certain the balance will not be collected.

The example reviews the outstanding $8,500 Q4 expansion invoice for Summit Technologies and Emily Ross. Keep that invoice open through the action and confirmation steps.

Before You Start¶

You need the ChargeOn permission for writing off invoices (part of the ChargeOn Credit Memo Manager permission set). This is a separate permission from issuing an ordinary credit memo, so it can be granted independently.
There must be an outstanding balance still owed on the invoice, after netting off anything already in progress with the gateway. If nothing is genuinely outstanding, ChargeOn will not let you close it out.

Steps¶

Open the invoice.
Click Close Out Invoice.
Enter a note explaining why. This is required.
Click Write off invoice, then Confirm write-off.

What You Should See¶

The invoice moves to Closed. A Written Off credit memo is created for the outstanding amount, already fully applied to this invoice. You will not see it appear as available credit anywhere else.

If It Does Not Work¶

Symptom	Likely cause	What to do
Close Out Invoice does not appear	You lack the permission for writing off invoices	Ask your admin: this needs its own permission, separate from issuing credit memos
ChargeOn says there is nothing to write off	The outstanding balance is already zero, or a payment already in progress with the gateway covers what remains	Check the invoice's outstanding amount and any pending transaction against it
A note is required and the action will not save without one	Writing off an invoice always needs a reason on record	Enter a note describing why before confirming