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Delayed Charges

A delayed charge records something you will bill later: work delivered now, invoiced at month end. It is a non-posting placeholder, so no revenue or receivable is booked until the charge lands on an invoice.

Availability: the Delayed Charges module is currently hidden. It no longer appears in the Books sidebar, and Regent does not offer it. Existing delayed charges stay in your data and remain available to developers over the API. The steps below describe how the module works when it is switched on.

Key capabilities

  • Log a charge (adds to the next invoice) or a credit (subtracts from it) for a customer, with amount, description, optional service date, and internal notes
  • Statuses Pending and Invoiced; filter the list by status and by type
  • A Pending net amount total above the list (charges minus credits)
  • Batch Create on Invoices can sweep each customer's pending items onto their invoice and mark them invoiced
  • Pending items can be edited or deleted; invoiced ones are locked

How it works

Delayed charges sit outside the ledger. When you create invoices with Batch Create and tick Include pending delayed charges, each customer's pending items are added to that customer's draft invoice as extra lines (labelled "[Delayed Charge]" or "[Delayed Credit]" before the description), the invoice total is adjusted, and the items become Invoiced and linked to that invoice. The invoice is a draft, so the normal finalize step posts it to accounts receivable.

How to use it

  1. Open Delayed Charges and click New Charge.
  2. Choose charge or credit, pick the customer, enter the Amount ($) and Description, and optionally a Service Date.
  3. Click Create. The item waits as Pending.
  4. When you are ready to bill, open Invoices, click Batch Create, select the customers, and tick Include pending delayed charges. With that box ticked, an invoice's own lines may be $0 because the pending items fill it.
  5. Review the draft invoices and finalize them. The items now show Invoiced.

Rules and limits

  • Amounts must be greater than zero; use the credit type for a negative adjustment.
  • Only a pending item can be edited or deleted.
  • Batch Create takes all of a customer's pending items; there is no per-item picker.
  • Items are not added to a single invoice created through Create Invoice; use Batch Create.