Invoice Adjustments

If an invoice correction is required, an Invoice Adjustment may be created. An Invoice Adjustment is a separate document that references an original Invoice. This feature must be activated by your administrator in System Management. Once active, you can add an Invoice Adjustment by selecting the original invoice and clicking the ‘Add Invoice Adjustments’ button on the Purchasing – Invoices screen to activate the Purchasing – Invoice Adjustment screen. Credit entries may be created to correct items included on the original invoice. Additional items received may be added. Multiple Invoice Adjustments may be created for any original invoice.

Note: If the Invoice Adjustment or Credit Memo (see next section) features are not active in your system, you can enter credits as a separate invoice with negative quantities.

 

An Invoice Adjustment is a separate document related to the original invoice. The original invoice is not altered.

1.

The Invoice ID is system generated and cannot be changed. A prefix and/or suffix, defined by your administrator, plus an additional sequential numerical suffix are added to the original Invoice ID to identify each Invoice Adjustment. Examples of multiple Invoice Adjustments for original invoice 123456 with a prefix of ADJ assigned and no suffix assigned:

•	ADJ1234562 – The ending sequential number 2 represents the first adjustment to the original invoice (sequence 1).

•	ADJ1234563 – The ending sequential number 3 represents the second adjustment.

2.	The Invoice Date and Delivered Time fields are populated with the current system date. These fields can be edited if necessary.

3.	The Adjust Type field is used to designate if the line is a ‘Credit’ to a line on the original invoice or if the line is an ‘Additional item quantity or item received.

•	Credit – The Vendor Code and Item Name columns only contain items entered on the original invoice.

•	Add – The Vendor Code and Item Name columns display all items available from the selected vendor.

4.	The Quantity column only accepts negative quantities for ‘Credit’ entries and positive quantities for ‘Add’ entries..

5.	Click Save to create the Invoice Adjustment.

 

On SAVE, if the quantity for an Adjust Type ‘Credit’ entry is greater than the original invoice quantity, a message similar to the following screen will be displayed. The ‘Credit’ quantity for the item referenced in the message must be equal to or less than the original invoice quantity and must be corrected prior to SAVE.

Deleting Invoice Adjustments

To delete an Invoice Adjustment, click Delete Invoice Adjustment on the Purchasing – Invoice Adjustment screen.