Remove Advanced Billing Service Credits After Sync

Removing a service credit in Advanced Billing leaves its credit memo behind in Maxio Core, still showing as available to apply. Clearing it is a manual step, and until someone takes it an invoice can be paid down with a credit the customer no longer has.

Where the credit memo came from

A mid-period or prorated downgrade in Advanced Billing creates a credit note, and that credit arrives in Maxio Core as an unapplied credit memo before anyone uses it on an invoice.

Removing or deleting the service credit in Advanced Billing does not remove that memo. It stays visible, and keeps showing as available, until you act on it in Maxio Core. The two systems disagree until someone closes the gap.

Clear the credit memo in Maxio Core

Four steps close the gap, and the note in step 1 is what stops the credit being used again while you work through the rest.

To clear a removed credit

1. Leave a short internal note on the credit memo explaining that the related credit was removed or voided in Advanced Billing, so the next person to see it knows why it should not be used.
2. Void or retire the credit memo if the credit should no longer be available. Alternatively, leave it unapplied but documented, which keeps the record while making clear it is not to be used again.
3. Reverse or void the related payment if the credit was already applied to an invoice, so Accounts Receivable balances stay accurate.
4. Tell your finance or revenue recognition team that the credit was removed in Advanced Billing, so they do not expect it to apply to future invoices.

Catch these at month end

Add a check to your monthly close: review the credits removed from Advanced Billing during the period and confirm the related credit memos in Maxio Core have been voided or documented. This is what keeps balances from being overstated by credits nobody intends to honor.

Related information

For how credit notes and proration work in Advanced Billing, see the How Credit Notes Work help article.