Sales invoices

If it turns out that the quantity on a sales invoice is incorrect, you can correct the error by creating a credit invoice. The procedure consists of the following steps:

Correct the shipping note.
Sometimes the quantity entered on a shipping note does not correspond with the actual number of parts delivered. Perhaps, at the time of delivery, not all parts were ready, or the shipping note was returned by the customer with a correction to the quantity received. In this case, you can correct the quantity on the shipping note. The way you make corrections depends on whether or not the shipping note has been processed.

Correcting unprocessed shipping notes

Select the shipping note line you want to change and correct it.

Correcting processed shipping notes
1. Creating and processing negative shipping notes
  - In the Shipping module, select the shipping line you want to change.
  - Deselect the Complete check box.
  - Enter the total negative quantity in the To ship field.
  - Authorize the shipping line and create a shipping note.
  - Print the shipping note or select the print status 'Printed' on the shipping note.
  - Process the shipping note.
2. Creating and processing correct shipping notes
  - Select the shipping line from which you want to create a new shipping note.
  - Deselect the Complete check box.
  - Enter the correct quantity in the To ship field.
  - Authorize the shipping line and create a shipping note.
  - Print the shipping note or select the print status 'Printed' on the shipping note.
  - Process the shipping note.
On the Invoice recommendations form, select the line relating to the negative shipping note.
Enter the over-invoiced sum, as a negative amount.
Authorize the invoice recommendation.
Create a sales invoice.

If it turns out that the amount of a sales invoice is incorrect, you can correct the error by creating a credit invoice. The procedure consists of the following steps:

Correct the shipping note.
Sometimes the quantity entered on a shipping note does not correspond with the actual number of parts delivered. Perhaps, at the time of delivery, not all parts were ready, or the shipping note was returned by the customer with a correction to the quantity received. In this case, you can correct the quantity on the shipping note. The way you make corrections depends on whether or not the shipping note has been processed.

Correcting unprocessed shipping notes

Select the shipping note line you want to change and correct it.

Correcting processed shipping notes
1. Creating and processing negative shipping notes
  - In the Shipping module, select the shipping line you want to change.
  - Deselect the Complete check box.
  - Enter the total negative quantity in the To ship field.
  - Authorize the shipping line and create a shipping note.
  - Print the shipping note or select the print status 'Printed' on the shipping note.
  - Process the shipping note.
2. Creating and processing correct shipping notes
  - Select the shipping line from which you want to create a new shipping note.
  - Deselect the Complete check box.
  - Enter the correct quantity in the To ship field.
  - Authorize the shipping line and create a shipping note.
  - Print the shipping note or select the print status 'Printed' on the shipping note.
  - Process the shipping note.
On the Invoice recommendations form, select the line relating to the negative shipping note.
Enter the incorrect sum invoiced, as a negative sum.
Authorize the invoice recommendation.
Create a sales invoice.
On the Invoice recommendations form, select the line relating to the new shipping note.
Enter the correct price.
Authorize the invoice recommendation.
Create a sales invoice.

If it turns out that a sales invoice for costs or services is incorrect, you can correct the error by creating a credit invoice. The procedure consists of the following steps:

On the Invoice recommendations form, select the sales order and the sales line for which you want to create a credit invoice.
Enter the sum to be credited as a negative amount.
Authorize the invoice recommendation.
Create a sales invoice.

This is the date by which the customer must have paid the invoice sum. It is calculated as follows: Invoice date + Payment period specified for the payment condition selected in the sales order.

If you carry out an order as a subcontractor, you can indicate in this field what part of the invoice sum the general contractor should pay into the guarantee account (in view of vicarious tax liability). You could use a script to have this field populated with a default percentage of the invoice sum.

If the Credit invoice check box is selected for the invoice recommendation, the periodic invoice, or the service invoicing schedule, to indicate that a credit invoice must be created, the Credit invoice check box on the Sales invoices form is selected automatically. The check box is also selected automatically if the Auto-set credit invoice when invoice sum is negative check box is selected, as the Credit invoice check box for the invoice recommendation, periodic invoice or service invoicing schedule is filled automatically in that case.

Journalizing credit invoices

Credit sales invoices can be journalized in a separate day book, using consecutive invoice codes if required. This is obligatory for Belgian companies.

The following settings are relevant to the journalization of credit invoices:

The default value 'Negative invoice recommendation/committed period will be credit invoice' in the General Settings module (Settings folder, Default values form, Sales tab).
The General Settings module, Settings folder, Codes form, Sales tab.
The Credit invoice field in:
- The Invoicing module, Invoice recommendations form, General tab.
- The Sales module, Sales orders form, Periodic invoices button, General tab.
Processes for the creation of sales invoices
The journal entry categories 102 and 192 in the Financial module (Basic financial data folder, Journal entry categories form)
The Credit invoice field on the Sales invoices form. You can use this field to group invoices, so you can see all credit invoices together.

Auto-set credit invoices if invoice sum is negative

Consecutive credit invoice numbers

Creating separate credit invoices

The way you create credit invoices during the invoicing process depends on the invoicing method chosen.

Creating sales invoices from invoice recommendations

To create a separate credit invoice if the invoice recommendation has a negative sum, make sure the Credit invoice check box is selected there. You can set this as the default by selecting the Auto-set credit invoice when invoice sum is negative check box in the General Settings module (Settings folder, Default values form, Sales tab).

You can also select the Credit invoice check box if the sum is positive, for example to include additional administrative charges on a credit invoice.

If credit invoices are to be created when the invoice sum is negative, the invoice will be converted into a separate credit invoice. The invoice will be assigned a separate credit invoice code if this has been specified on the Codes form. Otherwise, the invoice will be assigned a sales invoice code.

Creating sales invoices from invoice periods

To create a separate credit invoice if an invoice period has a negative sum, make sure the Credit invoice check box is selected there. To use this as the default setting, open the General Settings module, navigate to the Settings folder, open the Default values form, select the Sales tab, and then select the Auto-set credit invoice when invoice sum is negative check box.

When creating a final invoice, you can still decide whether or not to create a credit invoice. To create it, make sure the Credit invoice check box is selected.

A separate credit invoice is created if the Negative invoice recommendation/committed period will be credit invoice check box is selected for the invoice period. The invoice will be assigned a separate credit invoice code if this has been specified on the Codes form. Otherwise, the invoice will be assigned a sales invoice code.

Creating sales invoices from service contracts

To create a separate credit invoice if an invoice period of a service contract has a negative sum, make sure the Credit invoice check box is selected there. To have this check box selected by default, open the General Settings module, navigate to the Settings folder, open the Default values form, select the Sales tab, and make the appropriate selection.

If on the period line it is specified that a credit invoice should be created if an invoice period has a negative sum, a separate credit invoice is created for the period. The invoice will be assigned a separate credit invoice code if this has been specified on the Codes form. Otherwise, the invoice will be assigned a sales invoice code.

Journalizing credit sales invoices in a separate day book

Once the sales invoice has been printed, the Print status check box is selected automatically. You can change the print status, for example if you want to print the document again.