• If the contract item has cash receipts, billings, or approved changes, zero them out before unapproving the item
• Confirm that all related entries are posted in Accounts Receivable, Billing, Contracts, and Job Cost before proceeding

If a Project Management Change Order exists, before unapproving your contract item in Contracts, you must first unlink the contract item from the Change Order and from the Detail and Price/Cost Estimate tabs on the Change Request in Project Management. The Change Order status must first be changed from Approved to Not Issued and saved. Remove the contract item from the Change Order and save. Then, remove the contract item from the Change Request and save.

 NOTE: If the contract item has no other transactions, such as change orders or existing invoices associated with it, skip to Step 3. 

1. Unapply Accounts Receivable cash receipts and void the invoices

   Print the Invoice Register Detail report to find invoices

1. Go to Accounts Receivable, Reports, Receivable Registers, Invoice Register Detail.
2. Click OK in the Data File Selection window.
3. In the Beginning date box, type a date prior to the contract start date.
4. In the Ending date box, type a date at least a month into the future.
5. Add conditions to show invoices on the item:
   1. Click Conditions.
   2. In the Condition Selection window, click Add.
   3. In the Add Conditions window, verify the AND option is selected.
   4. Select Contract in the Field list, verify the Operator is Equal to, and type your contract ID in the Value box.
   5. Click OK.
   6. In the Condition Selection window, click Add.
   7. In the Add Conditions window, verify the AND option is selected.
   8. Select Contract Item in the Field list, verify the Operator is Equal to, and type your contract item in the Value box.
   9. Click OK twice.
6. Click Start.

   Adjust Receivables to unapply cash receipts and void invoices

1. Go to Accounts Receivable, Tasks, Adjust Receivables.
2. Enter the Customer.
3. Change the View to All activity.
4. Do the following steps for each cash receipt applied to an invoice from the above report.
   1. Select the cash receipt you want to unapply.
   2. Enter the cash receipt date in the Acct Date box.
   3. Click Unapply.
   4. Click Yes to unapply the receipt.
   5. Repeat for each cash receipt you need to unapply.
5. Void each invoice on the report.
   1. Select the invoice you want to void.
   2. Enter the accounting date in the Acct date field.
   3. Click Void and Yes to reinstate the invoice into Billing.
   4. Repeat these steps for each invoice you need to void.  NOTE: Billing can only reinstate one invoice for the contract. If there are multiple, only reinstate the first invoice into Billing.  
6. Click Finish, Start.
7. If prompted to post entries, click Yes.

2. Enter a reversing change order on the item

 NOTE: This procedure applies if you use Job Cost and Contracts to manage your change orders. If you use Project Management, you can delete or void the change order in Project Management and continue to Step 3. 

1. Find out the amount of the change order needed.
   1. In Contracts, select File, Open Contract.
   2. Select the item you want to unapprove.
   3. Click the Contract Totals tab.
   4. Note the amount in the approved changes total.
2. Enter a reversing change order for the amount in the approved changes.
   1. With the contract open, from View, select Change Orders.
   2. From Edit, select Add Change Order.
   3. Enter a change order number for the new change order.
   4. Click OK.
   5. In the Change Order Description field, type Reversal and enter the reversal date in the Date of revision field.
   6. From Edit, select Add Change Order Item.
   7. Select the contract item to unapprove from the list, and click OK.
   8. In Change Order Item Description, type Reversal.
   9. Enter the amount needed to zero out the approved changes on this item in the Amount field. Click the Amounts tab to enter reversal amounts for each cost type.
      Note: The amount should be the opposite value of the original entry. For example, if the original entry was positive, enter a negative amount to create the reversal.
   10. From Edit, select Approve Change Order.
   11. Click Yes when asked if you want to continue.

3. Unapprove the contract item

1. From Tasks, select Unapprove Contract Items.
2. If prompted, click Yes to the warning if you’ve posted in all the applications.
3. Click , select your contract, and click OK.
4. Select the item you want to unapprove. If you want to unapprove multiple contract items on this same contract, press and hold the CTRL key as you select them.
5. Click Unapprove.
6. Click OK in the One item was unapproved message.
7. Click Finish.

How do I delete or void a change order in Project Management?