Follow the instructions below to archive a line item in a customer's billing history.
1. Go to the Customers tab and click the All Customers sub-tab.
2. Select the customer you want to modify.
3. Scroll down until you see Billing History.
4. Click the date of the invoice that needs to be archived.
5. You will see the line item in detail. There is a field called Before Tax Amount. You will be able to change this as long as the invoice has not already been paid.
Change the amount to 0 before you archive it. Otherwise, it will appear in your reports.
Click Update Line Item, or you can click Void in the top right corner.
6. After you've changed the amount to zero or voided the invoice, you can go back to the tenant's profile and scroll down the Billing History.
7. Click Full History. Check the box to the left of the line item and click Archive Selected at the bottom.
8. You can view all archived history on an account by going to the Full History and clicking Archived History.
You will want to make sure you zero out or void an invoice before you archive it, or it will appear in your reports.
It is best practice to archive invoices only if they have a zero balance or were voided right after issuance. The software will allow you to archive live transactions, so archiving is NOT the proper way to void a transaction. Invoices improperly archived can still affect your account balance.