When Advanced Billing issues a mid-period or prorated downgrade, it creates a credit note to reflect the adjustment. These credits automatically appear in Maxio Core as unapplied credit memos, even before they’re used on an invoice.
Related article: Credit Notes & Proration
What Happens When You Remove a Credit in Advanced Billing
If you remove or delete a service credit in Advanced Billing, that change does not automatically remove the corresponding credit memo in Maxio Core. The credit memo will remain visible in Core until you update it manually.
So, if you delete a proration credit in Advanced Billing:
- The corresponding credit memo remains in Maxio Core.
- The credit memo will continue showing as available in Maxio Core until you manually void or retire it.
Recommended Workflow in Maxio Core
To keep balances accurate after removing a service credit in Advanced Billing:
-
Add an internal note
Leave a short note on the credit memo in Maxio Core explaining that the related credit was removed or voided in Advanced Billing. This helps others understand why the credit should no longer be used. -
Void or retire the credit memo
If the credit should no longer be available, void the credit memo in Maxio Core.
Alternatively, you can leave it unapplied but documented, so it’s clear that the credit shouldn’t be used again. -
Reverse any applied payments (if needed)
If the credit was already used on an invoice, reverse or void the related payment in Maxio Core. This ensures your Accounts Receivable balances stay accurate. -
Notify downstream teams
Let your finance or revenue recognition team know that a credit was removed in Advanced Billing, so they don’t expect it to apply to future invoices.
Best Practice
As part of your monthly close checklist, review any credits removed from Advanced Billing to make sure the related credit memos in Maxio Core have been voided or documented. This helps prevent overstated balances and keeps your records accurate.
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