Authorization Maintenance: In Progress Invoices

Use the Authorization Maintenance screen to view and manage in-progress credit card authorization records for unbilled transactions in Parts Invoicing, Work Orders, Equipment Invoicing, and Rental Contract Invoicing.

To open the Authorization Maintenance screen, click Financial Management > Accounts Receivable > Authorization Maintenance. The In Progress Invoices tab is next to the Billed Invoices tab.

Topics in this section are:

Clearing an In-Progress Authorization

From time to time you need to clear an authorization on a transaction—for example, when the wrong card was used or the wrong customer was authorized. Use one of the methods below.

From Authorization Maintenance

If you know the order number, locate the record on the In Progress Invoices tab and delete it. See Deleting an In-Progress Authorization Record.

From the Invoice Screen

When you are already working on the invoice or order, use this workaround to clear the authorization without opening Authorization Maintenance. The steps vary by module; the payment method is changed on the tab where cash codes or charge accounts are set, then restored after the authorization is cleared.

  1. On the invoice screen, open the tab where the payment method is set:

  2. Temporarily change the Customer Charge Account or Cash Code to a different A/R AgencyClosed A/R Agency codes are used to specify methods of payment available to the customer of a dealership. For example cash, credit card, or house account. that requires authorization. Do not use Worldpay for this step.

  3. Click the A/R Agency tab.

  4. The system displays message 2026: A/R agency not the same as previously authorized agency. The in-progress authorization record is removed.

  5. Return to the payment tab and change the Customer Charge Account or Cash Code back to the correct value.

  6. Authorize the transaction again on the A/R Agency tab with the correct payment method.

Note:  Worldpay and other device-based sale workflows may require a different correction path. See A/R Agency.

See also: A/R Agency.

Deleting an In-Progress Authorization Record

  1. Click Financial Management > Accounts Receivable > Authorization Maintenance.

  2. Click the In Progress Invoices tab.

  3. Use the search fields to locate the record to delete.

  4. Click an Order Number.

  5. Click Delete, then on the confirmation screen, click Yes.

The record no longer appears on the In Progress Invoices tab.

Screen Description

The search fields on the In Progress Invoices tab are:

Field Description
Customer Number Search for a record by entering a customer number.
Agency Code Search for a record by selecting an A/R agency code from the drop-down list.
Order Number Search for a record by entering an order number such as a Sales Order Number, Rental Contract Number, or General Invoicing Reference Number.
System Search for a record by selecting a system from the drop-down list.
Status Search for a record by selecting an authorization status from the drop-down list.
Transaction Date Search for a record by selecting a transaction date.
Location Search for a record by entering a location.

The listing fields on the In Progress Invoices tab are:

Field Description
Order Number The order number (e.g. Sales Order Number, Rental Contract Number or General Invoicing Reference Number).
Agency Code The A/R AgencyClosed A/R Agency codes are used to specify methods of payment available to the customer of a dealership. For example cash, credit card, or house account. code on the invoice.
System The system that generated the invoice.
Location The location on the invoice.
Customer The name of the customer on the selected invoice.
Invoice Amount The total amount of the invoice.
Transaction Date The date of the authorization.
Status

A brief description outlining the status of the authorization. The status definitions are:

  • Authorization—indicates that a payment method has been verified for the amount but not yet dispersed.

  • Web Portal Request—indicates that authorization or payment has been initiated through a self-service web portal.

  • Captured—indicates that funds have been fully processed and settled.

Clicking an Order Number opens the authorization details screen. The fields are read-only. Use Delete to remove the record.

Security: 600 Accounts Receivable - Authorization Maintenance

Revision: 2026.08