16.09 Adjusting an AR Invoice

This document demonstrates how to adjust an unposted or posted invoice in the Accounts Receivable module. It will also explain when it is necessary to void an invoice, and how to void an invoice.

2. Click on the hyperlink in the appropriate row (Figure 1).

3. Then once inside the batch, adjustments can be made to the invoice by clicking the Open folder in the invoice line (Figure 2).

4. This function allows the following items to be changed (Figure 3):

5. When the appropriate changes have been made, click Save in the bottom, right corner of the screen (Figure 3).

Figure 3: Change Appropriate Items, Click Save

6. If the dollar amount or customer account needs to be changed, the invoice needs to be deleted. Inside the batch, select the invoice and Delete it (Figure 4).

Figure 4: Delete an Invoice

7. A warning message will pop up altering the user that deletion is permanent and cannot be undone (Figure 5). Click OK to delete the invoice.

Figure 5: Warning Message, Click OK

8. Then, click Add at the bottom of the screen to add a new invoice with the correct information (Figure 6).

Figure 6: Click to Add a New Invoice

9. Once an invoice is posted in the Invoice & Credit Note Entry workbench, it can no longer be changed in this workbench. If a user tries to change it, an error message will appear stating that the batch is already posted (Figure 7).

Figure 7: Error Message, Batch is Already Posted

10. To change a posted AR invoice, go to Accounts Receivable > Invoices > Change Posted Invoices (Figure 8) or use the Menu Search to find SL Change Posted Invoice.

11. In the row of the appropriate invoice, click the Open folder (Figure 8).

Figure 8: Click Open to Change Posted Invoice

12. This function allows the following items to be changed (Figure 9):

13. When finished making changes, click Save in the bottom, right corner of the screen (Figure 9).

Figure 9: Change Appropriate Items, Click Save

14. If the Amount or the Customer Account needs to be changed, the invoice will need to be voided and then re-entered – continue onto step 15.

15. Go to Accounts Receivable > Invoices > Void Invoices through the tree menu (Figure 10).

16. Click Add at the bottom of the screen to add a new batch (Figure 10).

Figure 10: Click Add

17. Enter in a Description. For example, “Entered wrong amount” (Figure 11).

18. Then, click Save in the bottom, right corner of the screen (Figure 11).

Figure 11: Enter Description, Click Save

19. At the next screen the user is directed to, a batch has been created. In the Transactions tab, click Add at the bottom of the screen (Figure 12).

Figure 12: Batch Has Been Created, Click Add

20.. Enter in the Customer Account (the Customer Name will then prepopulate) (Figure 13).

21. Enter in the Internal Reference of the invoice that needs to be voided (Figure 13).

Figure 13: Enter in Customer Account and Internal Reference

22. Click the floppy disk to Save the line (Figure 14).

Figure 14: Click to Save the Line

23. Once all the invoices are entered in, the batch will need to be posted. Select the appropriate row(s). Then, in the action bar at the bottom of the screen, select Post from the drop-down, and click the arrow to Apply Action and post the batch (Figure 15).

Figure 15: Post the Batch

24. Alternatively, the same action can be done in the Void Invoices – Batches screen (Accounts Receivable > Invoices > Void Invoices). Select the appropriate batch row, select Post from the drop-down, and click the arrow to Apply Action and post the batch (Figure 16).

Figure 16: Alternate Way to Post the Batch

25. After the batch is posted, go back to Accounts Receivable > Invoices > Invoice & Credit Note Entry and enter in the invoice again with the correct information.