When using the generate invoices tool, sometimes an invoice cannot be generated for a member and shows the error "Billing item already run for the given period." This error means another invoice already exists for that revenue item, with a service period that would overlap the service period currently being generated.
This service period date check is a valuable safeguard against duplicate billing, but it can cause some members to be flagged as unavailable for invoice generation during the auto-generate process.
There are two options to bypass this error and generate the invoice anyway:
- Use the Override and Generate function in the Generate Invoices tool.
- Remove the conflict by editing the service period of that profile's previous invoice for the same revenue item.
Editing service periods on posted invoices should be done with caution as this can cause discrepancies in accounting data. Contact your accountant before proceeding.
To edit the service period of a previous invoice:
- Check with your accountant before altering any posted invoices. If accounting determines that no service period changes should be made, use the Override and Generate function instead, listed above in this article.
- Open the Profile.
- Scroll down to the Revenue panel and select View Transactions.
- Locate the invoice that may be blocking the creation of the new invoice (such as a dues invoice, if the revenue item matches the item on the new invoice) and check the date to see whether the invoice is still valid.
- Verify that the Member needs a new invoice and that the date of the previous invoice is incorrect or needs to be modified.
- Select the invoice number to edit the invoice.
- On the Edit Invoice screen, select Invoice Line Items, and review the line items for the relevant revenue item.
- Locate the Service Period End Date. This date should be updated to end before the new invoice billing period begins.
- Adjust the Service Period End Date, and save the invoice. Once this is completed, a new invoice for that revenue item can be generated.