Overview
The Reverse and Rebill feature lets you adjust Fixed Price Open Billing (FPOB) invoices in accounting periods that have already closed. Aspire voids the original invoice and creates a new rebilled invoice in the current period, so your records stay accurate and linked back to the original transaction.
Things to know
Reverse and Rebill applies only to FPOB invoices. Invoices with Time and Materials (T&M) services aren't supported.
You can reverse and rebill the same invoice more than once to handle repeated client-requested changes.
The original invoice date is preserved, so all related transactions stay linked to the initial invoice.
To get Reverse and Rebill information through the External Aspire API, use version 2.0. For more information, see API versioning.
Requirements
To reverse and rebill an invoice, you need the following permissions enabled on your user role at the system level:
View Invoice
Edit Invoice
Reverse and Rebill FPOB Invoice in Closed Months
The Reverse and Rebill FPOB Invoice in Closed Months permission gives you access to the Reverse and Rebill option in the 3-dot menu on the Invoice screen.
Steps
You can start from either the Invoice Search screen or an open invoice.
Option 1: From the Invoice Search screen
Go to the Invoice Search screen.
Select the FPOB invoice you want to adjust.
On the Invoice screen, select the 3-dot menu, and then select Reverse and Rebill.
Update the Amount This Invoice field on the Invoice Schedule of Values screen. This field is pre-filled with the original invoice amount from the closed month, so you can change the value as needed.
Confirm your changes.
Option 2: From the Invoice screen
Go to the Invoice screen.
Select the 3-dot menu, and then select Reverse and Rebill.
Update the Amount This Invoice field on the Invoice Schedule of Values screen. This field is pre-filled with the original invoice amount from the closed month, so you can change the value as needed.
Confirm your changes.
What happens next
Aspire voids the original invoice and generates a reversal entry with a unique identifier (for example, 1234.001).
A rebilled invoice (for example, 1234.002) is created in the current accounting period.
Aspire redirects you to the Batch screen to process the updated invoices.
Invoice tracking
After an invoice goes through the reverse and rebill process, the Invoice screen shows these fields for added visibility:
Rebilled Date: The date the Reverse and Rebill action was performed. This date appears on both the reversed invoice and the rebilled invoice.
Rebilled Invoice: The invoice number for the rebilled invoice linked to this reversed invoice (for example, 123.002). Select the link to open the rebilled invoice.
Reversed Invoice: The original invoice number for the invoice reversed in a closed month (for example, 1234). Select the link to open the original invoice and view its details before the reversal and rebill.
Note:
The Rebilled Date differs from the Date field on the invoice. The Date field keeps the original invoice date, which links all later transactions to the initial invoice.
Frequently asked questions
Why are there decimals on invoice numbers?
Invoice numbers use a decimal format so Reverse and Rebill invoices can be tied to their original invoices. Changing the invoice number from an integer to a decimal lets Aspire include version numbers, which keeps things clear and consistent when you process reversals and rebills.
What does it mean if two invoices have the same "major" number?
When two invoices share the same major number, the reverse invoice voids the original invoice and the rebilled invoice reflects the updated amount. After you complete a Reverse and Rebill, only the rebilled invoice remains valid.
Can you add them together as if they're separate invoices with separate amounts?
No. Although the reversed and rebilled invoices are distinct, the reverse invoice negates the original. Only the rebilled invoice represents the accurate financial record.
Do you need the full decimal invoice number to uniquely identify an invoice?
Yes. Reverse and Rebill can create multiple invoices that share the same major number but differ in the decimal portion, so use the full decimal number to identify an invoice.
Does this affect the nightly flat file export to S3?
Yes. The Invoice Number field in all Aspire exports, including the nightly flat file to S3, uses the decimal format.