Create Corrective Invoice in Project Order

This document explains how to create a credit note and a new debit invoice based on an incorrect project invoice.

Outcome

A credit note and a new invoice are created.

An accounting journal and a customer invoice journal are also printed.

Send the credit note and the possible new invoice to the customer or payer.

For detailed information, see Correcting Invoices for Project Orders.

Before you start

Variant 1 – Correct a Non-Summary Invoice (Standard Flow)

Create a Credit Note

  1. Select one of these alternatives:

    • To create a credit note for a non-summary invoice, start 'Project. Open' (POS091). Identify the project and select the option Invoicing to start 'Project Invoice. Update' (POS480). Identify the invoice activity and select option 'Invoice credit'.

      When you try to credit a summary invoice this way, you receive an error message. If so, use option 'Display Invoice' to reach (POS350). Once there, you can identify which invoice activities belong to the summary invoice by using option 'Display Invoice History'.

    • To create a credit note for a summary invoice, start 'Project Invoice. Display' (POS350/B). Select sorting order 1, identify the invoice, and select the option 'Invoice credit' for the invoice.
  2. Confirm the creation of a credit invoice by selecting OK in the pop-up window that is displayed.

  3. In 'Project Invoice Credit. Print' (POS492/E), ensure that the original invoice number and year are correct.

  4. Change the invoice date and accounting date, if necessary. Press Enter to create the credit note.

Change Invoice Activities and Create an Invoice Proposal

  1. If you are not in (POS480), start 'Project. Open' (POS091) and select the option Invoicing for the project.

  2. In (POS480/B), select the option Change for the incorrect invoice activity.

    When the credit note is created, the status for the activity (or activities if it is a summary invoice) has been lowered to 10=Invoice data entered. When selecting Change for the activity, the data for the invoice proposal displayed will be identical to the original invoice proposal.

  3. On the E panel, review, adjust, or complement the information about the payer, invoice address, terms, and so on. Press Enter.

  4. On the F panel, review, adjust, or complement the information about pricing, references, and so on. Press Enter.

  5. In 'Project Invoice. Update Lines' (POS481/B), select one of the following alternatives:

    • To change existing invoice lines, select the option Change for the incorrect line.
    • To create a new invoice line with an automatically received line number, select the option Create.
  6. On the E panel, review, adjust, and complement the information about invoice amount, and so on. Press Enter.

  7. On the F panel, review, adjust, and complement the information about VAT, country of origin, and so on. Press Enter.

  8. On the G panel, review, adjust, and complement the accounting information. Press Enter. Press F3.

Create a New Invoice

  1. In (POS480/B), select the option Invoice for the invoice activity.

    If you are creating a new summary invoice, it does not matter which invoice activity you select.

  2. On the E panel, check and, if necessary, change the invoice and accounting date.

  3. Specify which invoice activities that should be included in the new invoice by using the To and From fields.

    If you only want the selected invoice activities to be included, you do not have to make any changes; the To and From fields are set as default to only include the selected invoice activities.

  4. Press Enter to create the new invoice. Press F3.

Variant 2 – Correct a Summary Invoice

Create a Credit Note

  1. Select one of these alternatives:

    • To create a credit note for a non-summary invoice, start 'Project. Open' (POS091). Identify the project and select the option Invoicing to start 'Project Invoice. Update' (POS480). Identify the invoice activity and select option 'Invoice credit'.

      When you try to credit a summary invoice this way, you receive an error message. If so, use option 'Display Invoice' to reach (POS350). Once there, you can identify which invoice activities belong to the summary invoice by using option 'Display Invoice History'.

    • To create a credit note for a summary invoice, start 'Project Invoice. Display' (POS350/B). Select sorting order 1, identify the invoice, and select the option 'Invoice credit' for the invoice.
  2. Confirm the creation of a credit invoice by selecting OK in the pop-up window that is displayed.

  3. In 'Project Invoice Credit. Print' (POS492/E), ensure that the original invoice number and year are correct.

  4. Change the invoice date and accounting date, if necessary. Press Enter to create the credit note.

Change Invoice Activities and Create an Invoice Proposal

  1. If you are not in (POS480), start 'Project. Open' (POS091) and select the option Invoicing for the project.

  2. In (POS480/B), select the option Change for the incorrect invoice activity.

    When the credit note is created, the status for the activity (or activities if it is a summary invoice) has been lowered to 10=Invoice data entered. When selecting Change for the activity, the data for the invoice proposal displayed will be identical to the original invoice proposal.

  3. On the E panel, review, adjust, or complement the information about the payer, invoice address, terms, and so on. Press Enter.

  4. On the F panel, review, adjust, or complement the information about pricing, references, and so on. Press Enter.

  5. In 'Project Invoice. Update Lines' (POS481/B), select one of the following alternatives:

    • To change existing invoice lines, select the option Change for the incorrect line.
    • To create a new invoice line with an automatically received line number, select the option Create.
  6. On the E panel, review, adjust, and complement the information about invoice amount, and so on. Press Enter.

  7. On the F panel, review, adjust, and complement the information about VAT, country of origin, and so on. Press Enter.

  8. On the G panel, review, adjust, and complement the accounting information. Press Enter. Press F3.

  9. Repeat these steps for all the invoice activities that needs to be adjusted before creating a new invoice.

Prepare Invoice Activities for Invoicing

  1. In (POS480/B), select the option 'OK for Invoicing' for the adjusted invoice proposal.

    The status for the invoice proposal will be raised to 60 (Ready for invoicing).

  2. Select the option 'OK for Invoicing' for all invoice activities that were included in the summary invoice, regardless of whether they have been adjusted or not.

Create a New Invoice

  1. In (POS480/B), select the option Invoice for the invoice activity.

    If you are creating a new summary invoice, it does not matter which invoice activity you select.

  2. On the E panel, check and, if necessary, change the invoice and accounting date.

  3. Specify which invoice activities that should be included in the new invoice by using the To and From fields.

    If you only want the selected invoice activities to be included, you do not have to make any changes; the To and From fields are set as default to only include the selected invoice activities.

  4. Press Enter to create the new invoice. Press F3.

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