Overview
Sometimes after a settlement has been approved and sent, you may need to go back and make changes — for example, adding a fuel surcharge that was missed, correcting a rate, or including a new add-on. Since approved settlements cannot be edited directly, the workflow is:
Void the existing settlement.
Unapprove the receivables/payables.
Make your changes (either at the invoice level or at the order/dispatch level).
Re-approve and create a new settlement.
Approve and email the updated settlement.
Section 1: Void the Existing Settlement
Step 1 — Navigate to the Approved Settlement
Open the Settlements tab and locate the approved settlement you need to modify.
📸 Screenshot: Settlements tab showing the approved settlement
Step 2 — Void the Settlement
Click Void on the settlement. This removes the settlement but preserves the underlying order, allowing you to create a new settlement with updated information.
Section 2: Unapprove the Receivables or Payables
Step 3 — Navigate to the Receivables (or Payables)
Go back to the Receivables under the Job (or Payables, depending on which settlement you are redoing). You can click on the Order ID to easily jump back to the Approve Jobs tab
Step 4 — Unapprove the Invoice
You will need to unapprove the receivables/payables so they can be edited. Click Unapprove under the invoice.
Section 3: Make Your Changes
At this point, you have two options depending on what needs to be changed:
Option A — Add an Add-On at the Invoice Level
If you need to add an add-on to a specific invoice (e.g., a one-time charge for a particular Job), you can do it directly in the receivables/payables view without leaving the screen.
Locate the line item you want to modify.
Click Add an Add-On and enter the details.
Save your changes.
Option B — Add an Add-On at the Order/Dispatch Level
If the change applies to the entire order — such as adding a fuel surcharge, correcting a rate, or adding a charge that should appear across all loads — you will need to make the change in Dispatch.
Copy the order number from the receivables/payables view.
Navigate to the Dispatch tab.
Locate the order and open it.
Add the missing item (e.g., fuel surcharge) in the appropriate field.
Click Save, then Submit.
This should automatically apply to all the invoices under that order.
Step 5 — Verify Changes Applied
Return to the Receivables (or Payables) tab and confirm the changes are reflected. For example, if you added a fuel surcharge at the order level, you should now see it applied to all relevant loads/trucks under that order.
Section 4: Re-Approve and Create a New Settlement
Step 6 — Approve the Updated Receivables/Payables
With your changes in place, re-approve each invoice. This is the same approval step from the initial workflow. You can bulk approve directly in the Payables or Receivables tabs.
Step 7 — Create the New Settlement
Click Create Settlement on the order in either Receivables/Payables view. Note that the manual selection is useful when you are redoing a single settlement rather than processing multiple at once.
The system will generate a new settlement for the given order, now including your changes.
Step 8 — Review the New Settlement
Navigate to the Settlements tab and open the newly created settlement. Scroll down to verify that all changes are present — for example, confirm the fuel surcharge appears for all applicable trucks.
Section 5: Approve and Email the New Settlement
Step 9 — Approve the Settlement
Click Approve on the new settlement.
Step 10 — Email the Settlement
Click Email to send the updated invoice to the customer or vendor, then click Send to confirm.
Section 6: Accessing Voided Settlements
If you ever need to reference a previous voided settlement (for record-keeping or comparison):
Go to the Settlements tab.
Click the Void filter.
This will display a list of all previously voided settlements.
Quick Reference Checklist
Open the approved settlement and click Void
Go to Receivables (or Payables) and Unapprove all relevant line items
Make changes — either at the invoice level (add-on) or in Dispatch (order-level changes like fuel surcharge)
Verify changes are reflected in the Receivables/Payables view
Approve all invoices
Create new Settlement for the order
Review the new settlement for accuracy
Approve and Email the new settlement
Access voided settlements via the Void filter if needed for reference