Edit usage

In many scenarios, you can edit the usage quantity or date for a usage record. The following table describes the conditions under which you cannot edit a usage record and provides possible solutions:

Condition	Possible Solution
The usage record has been invoiced.	If your business process allows, you can delete the associated invoice and then edit the usage record. If you can't delete the invoice, see Adjust usage values.
The usage record has had revenue recognized against it.	If your business process allows, you can clear the associated revenue recognition and then edit the usage record. If you can't clear the revenue recognition, see Adjust usage values.
Committed quantity billing only: The usage record is not the most recent usage record	See Edit usage associated with committed quantity billing.
Committed quantity billing and Quantity-based revenue only: The contract line is participating in an MEA allocation.	If your business process allows, you can clear the applicable MEA allocation and then edit the usage record. If you can't clear the MEA allocation, see Adjust usage values. Committed quantity billing only: If you want to change the quantity to a negative value in this scenario, see Edit usage associated with an MEA allocation

Edit a usage record

You can edit the usage quantity or date for a usage record.

Note the following regarding usage dates:

• For variable quantity billing:
  • For termed contracts: The usage date must be on or after the contract line start date.
  • For evergreen contracts: The usage date must be on or after the start date of the recurring billing period with which it is associated.
• For committed quantity billing: The usage date must be on or after the contract line start date and on or before the contract line end date. The usage date must also be on or after the most recent usage date.
• For quantity-based revenue: The usage date must be on or after the contract line start date.

If the contract line is using committed quantity billing and the usage record you want to edit is not the most recent usage record, see Edit usage associated with committed quantity billing.

1. Do one of the following:
   • In the Contract lines dialog box for the applicable contract line, select the Usage tab.
   • Go to Contracts > All > Contracts > Usage, and select Edit next to the desired usage record.
2. Change the Usage date and/or Quantity and select Save.

Edit usage associated with committed quantity billing

If the associated contract line is using committed quantity billing, Intacct only allows you to edit the most recent usage record.

To make changes to past usage, do one of the following:

• Delete all usage records dated after the record that you want to edit, edit the desired record, then re-add the applicable usage.

  For example, say you have two usage records dated January 15 and February 5. You want to edit the January 15 record. Delete the February 5 record, edit the January 15 record, and then re-add the February 5 record.

• Add a usage record to the current period that corrects the past usage quantity.

  For example, say you have two usage records: one dated January 15 for a quantity of 200, and one dated February 5 for a quantity of 100. You want to reduce the January 15 quantity by 50. Add a usage record dated February 5 or later for a quantity of -50.

• Add a credit contract line to account for the usage value.

Edit usage associated with an MEA allocation

With MEA allocations, everything depends on dates. You may find issues trying to edit usage records when the usage record you want to edit is dated:

• between two MEA allocations
• before the first MEA allocation

Additionally, MEA allocations do not support negative usage quantities associated with committed quantity billing. In this scenario, you will not be able to make an edit to an existing usage record that changes a positive quantity to a negative quantity. See Adjust usage values.

Edit usage dated between two MEA allocations

If the contract line is participating in multiple MEA allocations, you will not be able to edit the usage quantity if the usage record date is between the MEA allocation dates.

For example, say you have MEA allocation #1 dated January 15 and MEA allocation #2 dated February 5. You want to edit the usage quantity for the most recent usage record dated January 20. In this scenario, do one of the following:

• Clear the applicable MEA allocations, edit the usage record, and then add the applicable MEA allocations.

  In our example, we would clear MEA allocation #2, edit the January 20 usage record, and then add a new MEA allocation dated February 5.

• Add a usage record dated on or after the last MEA allocation that corrects the usage quantity.

  In our example, we would add a usage record dated February 6 to adjust the usage as applicable.

Edit usage dated before the first MEA allocation

If there's at least one existing usage record dated after the first MEA allocation, you cannot edit any usage records dated before that MEA allocation.

For example, if the MEA allocation #1 is dated February 1 and there's an existing usage record dated February 5, you cannot edit a usage record dated January 15.

In this scenario, do one of the following:

• Delete all usage records that occur after the MEA allocation date, edit the usage record, and then re-add the applicable usage records.

  In our example, we would delete the February 5 record, edit the January 15 record, and re-add the February 5 record.

• Clear the applicable MEA allocations, edit the usage record, and then add the applicable MEA allocations.

  In our example, we would clear MEA allocation #1, edit the January 15 usage record, and then add a new MEA allocation dated February 1.

• Change the usage date of the earlier record to a date after the last MEA effective date.

  In our example, we would edit the usage record and change the date of the January 15 record to February 2.

What to do when you cannot edit usage

See Adjust usage values.