How to Handle Short Payments and Ensure Invoice Syncing
Available to:
Admins
Accountants
Billing Managers
Summary
If you know a customer won’t be paying the full balance of an invoice, you may want to zero out the balance using a negative accessorial. However, if not done carefully, this can prevent invoice regeneration and syncing with third-party accounting systems. This guide walks you through the correct workaround.
Step-by-Step Instructions
1. Generate the Invoice for the Load
Ensure the invoice has already been created for the relevant load.
(Insert screenshot of generated invoice screen - timestamp from video recommended)
2. Delete the Short Payment
If you’ve already recorded a partial payment, delete it temporarily.
⚠️ Deleting the payment allows you to edit the invoice before syncing. If left in place, the system may block regeneration and syncing.
3. Add a Negative Accessorial
Add a new negative accessorial to the load that matches the exact short-paid amount.
Go to the Accessorials section on the load.
Click “Add Accessorial.”
Enter the appropriate type (e.g., "Adjustment - Write-off").
Enter the amount as a negative value (e.g.,
50.00).💡 This adjustment will reduce the invoice total to match the actual payment received.
(Insert screenshot of accessorial entry screen - show correct fields highlighted)
4. Regenerate the Invoice
Now that the payment has been deleted and the invoice total matches the actual payment, click Regenerate Invoice.
✅ The regenerate button will now be active because there’s no conflicting payment and the invoice total has changed.
5. Re-add the Payment
Once the invoice has been regenerated, re-enter the short payment.
This will now match the new invoice total.
The payment and invoice will sync properly to your third-party accounting platform.
FAQ
❓Why can’t I regenerate the invoice after adding a negative accessorial?
If a payment is already recorded, Alvys disables the “Regenerate Invoice” button. You must delete the payment first before making changes.
❓Why isn’t the invoice syncing even after adjustments?
If the load is closed and the invoice hasn’t been regenerated after the adjustment, it won’t sync. Follow the workaround: delete payment → add accessorial → regenerate → re-add payment.
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