Contract Lease: Unpost a lease period billing

Lease management, finalisation, and schedules

Unpost a Lease Period Billing

Qualifiers

You want to unpost a lease period billing and the following conditions are met:

  • The billing has not been receipted

    • You can verify this via Contracts / FBT by printing the Receipts report

    • If the billing has been receipted, you must update the Receipts batch and de-select the record

  • The billing has not been exported

  • There are no adjustment records attached to the period you want to unpost

If you need to unpost records in a period that contains adjustments, they must be processed in reverse sequence and deleted before earlier records can be unposted.

Example:

  • Unpost record 4.3, then delete it

  • Unpost record 4.2, then delete it

  • Record 4 can then be unposted

Un-Post

  • Note the Contract ID and Period that you want to unpost

  • Select the Contract ID and go to Contracts / Lease

  • Select the period record to unpost

    • Records must be unposted in reverse order if multiple exist (e.g. 2.2 then 2)

  • Click Un-Post

  • Check the alert message

  • Click OK

  • Repeat for each record that needs to be unposted

Invoice Impact

An unposted record is removed from its invoice.

  • The invoice still exists but will update to show only remaining records

  • The invoice can be reprinted from Billing → Reprint and will reflect updated totals

If all records in an invoice are unposted:

  • The invoice is deleted

  • It is no longer available in Billing → Reprint

Employee Transactions

If employee transaction records are linked:

  • They are deleted when a billing record is unposted

  • They are removed from Employees / Transactions

Email Handling

If invoice email is still pending

  • The system will send a corrected invoice

  • Go to Mail Queue

  • Locate the email and open the invoice

  • Verify the invoice shows correct amounts

  • Send the email

If invoice email has already been sent

  • Go to Fleet / Billing / Re-print

  • Search using one of:

    • Client Code

    • Registration Number

    • Invoice Number

  • Click Go

  • Open invoice via PDF icon

  • Verify amounts are correct

  • Save and email to client contact

Next Steps

Once a record has been unposted:

  • It returns to pending status

  • It can be adjusted

  • It will be included in the next billing run for re-invoicing