The Credit Invoice option on the "Account Adjustments" submenu on the A/R menu program, is similar to Miscellaneous Invoices, except that the word CREDIT INVOICE rather than INVOICE prints at the top of the invoice, and the date range is controlled by the dates assigned to module RSCM in Date Range Control.
The invoice number "AUTO ASSIGN" uses the same numbering
sequence as the standard invoice numbering.
This means credit invoices and standard invoices can be filed
together in the same filing system for greater convenience.
Complete the details screen as outlined in Invoice Details with respect to the following guide for generating credits.
When issuing credits for products, enter the quantity as
negative and the amount as positive.
When issuing credits for services, such as delivery, the total must
be negative.
When issuing credits for taxes, the total must be negative.
Enter the appropriate value as NEGATIVE. This program will NOT
do it automatically.
If the final invoice amount is NOT negative, then it is NOT a
credit invoice, even though those words will appear at the top of
the printed invoice.
The Invoice Details should be set as follows:
Note: Credit Invoices do not prevent invoicing of a rental product with a Status code prohibiting rentals, even if quantity on credit invoice is a positive value.
Window at the prompt Services prompt on the Totals and Services screen and select the appropriate service.
If the service includes a quantity:
e.g. FUEL at $1.50 per gallon
Use the same product numbers as the original invoice, same
description and same price each.
The prompt R/S should be set to S for Sale.
The quantity each must be entered as NEGATIVE.
When the invoice is totalled, the applicable taxes will
automatically credit back.
When the Daily Close 2 is run, because this is a reversal of an
earlier disposal a record will be written to the Allocate Bulk Disposals requiring that staff
select the correct original disposal to reverse.
The earlier disposal must be manually selected, to determine the
correct cost to post back to the General Ledger and to the Fixed
Asset Tags.
To issue a tax credit, follow these steps:
The Prevent Change To Document Tax Totals flag must be NOT
be set in the Company Taxing Parameters and
the operator must have permission to change the Tax Codes as
controlled in the Security Role
Permissions.
Window on the tax field, and because there are no products or
services the Document Taxes window will be
empty.
After the credit has been completed, be sure to correct the tax status of the customer in Customer Information, so that future activity is correctly taxed. If the customer has outstanding contracts, these will have to be corrected to prevent future billing problems.
To determine any outstanding Contract numbers that may need tax
corrections, use Contract Inquiry By
Product.
Only the open or outstanding contracts need correcting.
Fix the contracts using Contracts by
correcting the tax codes on each item OUT and each service.
Tax codes can be accessed in the expanded product and services
details, by pressing <F9> or clicking
EXP/CON.
Issuing A Refund For A Credit Account Balance:
If a customer has a credit account balance and would like a check
issued to them to clear the account, follow the steps below.
Run Post G/L Manual Checks to post the Refund entry to show up in the Bank and also on the Customer's Account in A/R.
Run Clear Unapplied Balances to have the Customer's refund applied against the outstanding credit.
Posting Credit Invoices:
Any invoices entered using the Credit Invoice program must be
posted with:
ACTIONS:
Additional actions provided by buttons on
the Credit Invoices header screen include:
To delete an existing Current or Batch invoice, click the DELETE button before selecting the document number, as outlined in Delete a Single Invoice.
This delete utility makes permanent deletions of the entire invoice selected and should only be used if the contract was voided.
If an invoice is deleted, an audit record is generating tracking the Operator and the Date when the invoice was deleted. This can be viewed in Delete Log for function RSIH99.
Reverse an Existing Invoice with a Credit:
The CREDIT INV button provides the ability to
generate a new credit invoice to reverse an existing invoice as
outlined in Create Invoice From Existing
Invoice.
This button is only active when the role assigned to the
operator in Operators has permission to
Create Credit Invoice from Existing.
The role permission is setup in Security
Roles on the Security tab of Configure System Settings.
Unlock an Invoice
The RESET IN USE button provides the ability to
release a locked invoice to allow posting as outlined in Reset Invoice in Use.
This button is only active when the role assigned in Operators has permission to Invoice - In
Use.
The role permission is setup in Security
Roles on the Security tab of Configure System Settings.
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