When an issued invoice or its payment terms change after a forecast snapshot, use the due date supported by the current customer-facing record for the current forecast. Preserve the prior due date in history, and do not treat either date as certain collection timing.
Separate three dates
Keep the invoice date, due date, and expected collection date in separate fields. The invoice date identifies the transaction. The due date reflects the payment term recorded on the invoice. The expected collection date is a management assumption supported by current evidence.
QuickBooks invoices allow the invoice date, due date, and terms to be reviewed and entered. Because settings or transaction edits can create inconsistencies, finance should confirm the invoice itself rather than infer the due date from a generic customer term. The due-date versus expected-collection-date guide explains the forecasting boundary.
Determine which due date is operative
Record the original due date, revised due date, change date, change reason, person or system associated with the change, and evidence that the revision was communicated or otherwise became operative. Do not make a legal conclusion about the agreement. If the customer-facing record and internal accounting record conflict, mark the invoice for review.
Use the current supported due date for current aging and reminder logic. Retain the original due date in the forecast change log so reviewers can explain a movement between weeks. The AR aging by due date versus invoice date helps keep the aging basis explicit.
Update the collection assumption
A revised due date may justify changing the expected collection week, but only when it adds credible timing evidence. Apply these rules:
- If the due date was corrected before delivery, document the correction and use the supported delivered version.
- If terms were revised after delivery, require a dated record of the approved change before replacing the forecast assumption.
- If the date changed only in the accounting system, preserve an exception until customer-facing evidence is reconciled.
- If a customer provided a separate payment commitment, track that commitment as its own evidence event.
Do not backfill the prior forecast as though the new date had always existed. Record the change as a variance in the weekly AR snapshot change log.
Review fields
Keep invoice ID, customer, invoice date, original due date, revised due date, terms, changed-at date, supporting record, forecast week before, forecast week after, owner, and next review date. When evidence is incomplete, widen the scenario or leave timing unassigned rather than selecting an exact day.
Decision rule
Use the current supported due date, preserve the old one, and explain any forecast movement. AR Pulse analyzes a dated authorized export and does not promise a collections outcome. Finance teams can view the example report for the intended evidence structure.