This article will show how Dealerships have the ability to reopen Invoiced Customer Orders for all sections ie Unit Deals (including Deal Service and Deal Merchandise), Parts and Accessories, Service Jobs (Internal / Third Party Pay (Warranty / Insurance Jobs / Customer Pay)etc



Please Note


For our Dealerships with Accounting Integration, the Invoice will not be able to be reopened if the Dealership has made changes to the original integrated Invoice in the Accounting Package (Xero / QuickBooks Online)

Changes can include receiving payments against the Invoice in the Accounting Package / change of descriptions or Invoice numbers etc 


Prerequisite


The user performing this action will need to have the User Permission - Reopen Finalized Invoice



To Reopen an Invoice 


  • Navigate to the relevant Customer Order where the Invoice was issued from


  • Invoices that have been issued are available in the Invoice History section of a Customer Order (even if the Customer Order is actually closed)
  • Open up the Invoice History section by clicking on




  • Locate which Invoice you wish to reopen - remember that some Customer Orders will have multiple Invoices listing so make sure you select the correct one

Then click on attached to the relevant Invoice line



  • Blackpurl will verify by doing system checks to ensure that the Invoice you have selected can be reopened


This verification doesn't take long and once the checks are completed you will need to have the green ticks next to the list of verification


Depending on the section where the Invoice is from ie Unit Deal / Service Jobs etc, will depend on what verification checks are made


An example of the verification checks is below:





Failed Verification 


If any of the verification checks fail and you do not get all green ticks, then you will not get the option to reopen the Invoice selected


Please read the failed verification as it will explain why it failed and give an indication to the user as to what they must do to either rectify it or leave as is  

If you are unsure, please reach out to Blackpurl Support and provide a screen shot of the verification failure and they will let you know what you need to do

Please note that Blackpurl Support may not be able to assist you with the reopening especially if the verification failure has to do with your Accounting Integration



Successful Verification

After a successful verification, to complete the reopening, you will need to confirm by clicking on


After you have reopened the Invoice, the end result will be:

  • Customer Order will reopen - if it was previously closed out

  • Any reference to the Invoice will be removed / deleted from both your Accounting Package and from Blackpurl

  • The status of the Customer Order section from which the Invoice originated will go back to a status that additional work can be completed

  • If there was a payment processed in Blackpurl that was attached to the Invoice, the payment will remain untouched in Checkout, just waiting for you to reinvoice


If you have multiple Invoices on one Customer Order that you wish to reopen, you will need to reopen them all separately by following the abovementioned process


It will be up to the Dealership to reinvoice when required