When your association moved to Rhythm, open invoices from your previous software came into Rhythm as closed, voided historical invoices. Any amount still owed was kept separately as a legacy balance. To collect that amount in Rhythm, regenerate the imported invoice into a new, open Rhythm invoice.
Most other legacy financial transactions, including orders, payments, refunds, and invoice history beyond the open balance, are generally not imported. MemberSuite migrations are the exception. Deferred revenue is not migrated either, so any remaining deferred schedule from a legacy membership or similar purchase does not carry forward into Rhythm automatically. Keep that in mind when you decide whether to recognize that revenue manually after launch or time your launch around it.
When to Use This
Use this when you're ready to collect balances that came over from your previous software. Run it once for each business unit with imported open balances. This process only uses the business unit you're working in, so if your account has several business units, run it separately for each one.
Prerequisites
- Permission to run maintenance tasks in Finance & Billing.
- The working business unit set to the one whose imported balances you want to regenerate.
- Choose the working business unit you want to regenerate open balances for, using the business unit control.
- Go to Finance & Billing › Setup › Maintenance.
- Select Regenerate Legacy Open Invoices.
Result
Rhythm finds each imported invoice in that business unit that still has a legacy balance and does not already have a regenerated invoice. It creates a new invoice for each one, in a new batch, for the legacy balance amount. A message shows how many invoices were created successfully and how many failed. The new invoices are open, so you can pay, adjust, or manage them like invoices created directly in Rhythm. Each new invoice is also linked back to the imported invoice it replaces.
Warning
There is no confirmation step before this runs, and it can create a large batch of new invoices at once. Double-check your working business unit before you select Regenerate Legacy Open Invoices. The process runs immediately for the business unit you're working in.
Why an Imported Invoice Can't Just Be Adjusted or Paid Directly
Imported invoices are protected from the changes you can make to regular Rhythm invoices. You can't adjust, void, apply a credit memo, apply a debit memo, or take a payment against an imported invoice; Rhythm refuses each of these actions. This is intentional because the imported invoice is a closed historical record, not an invoice you should edit. If you need to collect the balance it still shows, regenerate it into a new invoice instead of changing the imported invoice. There is no supported way to simply clear the open balance on an imported invoice without creating a new financial record, so regenerating it into a new invoice is the path to use.
If a payment mistake happens on an imported invoice, remember that moving a transaction into a batch and archiving that batch is a back-office accounting action. It changes what your financial management system sees, but it does not, by itself, change the balance Rhythm shows on the invoice. If your goal is to correct what the invoice displays in Rhythm, use one of the supported actions described here instead of only reassigning the batch.
What Can Go Wrong
- A line has no legacy balance recorded. Rhythm skips that line and the invoice it belongs to, then counts it as an error instead of stopping the whole run.
- Nothing to regenerate. If the business unit has no imported invoices left with an open legacy balance, the run completes with zero results.
- An invoice was already regenerated. Rhythm skips any imported invoice that already has a linked, regenerated invoice, so running this more than once for the same business unit does not create duplicates for balances already handled.
- A payment against a regenerated invoice was voided by mistake. The invoice this process creates is a real Rhythm invoice, so voiding a payment against it makes it owe again like any other invoice. Resolving that balance can be harder here than on an ordinary invoice because the record is still linked back to imported history. If standard corrections don't clear it, contact Support instead of trying to force it through repeated regeneration.
Related Reading
Once regenerated, treat the new invoices like any other invoice. See Find and Review Invoices to locate them, and Correct an Invoice if you need to adjust one. For the full setup sequence this maintenance task fits into, see Set Up Finance & Billing.