Credit or Correct an Invoice for Service Agreement

This document describes how you credit an original service agreement invoice or meter invoice, or correct an original meter invoice.

An original invoice can be credited when the service agreement on which the original invoice is based contains incorrect values, such as the wrong price.

A corrective meter invoice can be created when the meter reading was incorrect when the original invoice was created.

Note: You can use a different method for crediting and correcting the invoice than the automatic method described in this instruction, but it requires more manual input and increases the risk of error.

See Crediting and Adjusting Agreement Invoice - Method 2.

Outcome

Crediting the Invoice and Resetting the Agreement

A credit note is created for parts of or the entire original service agreement or meter invoice. The selected invoice lines are reversed in full. The text "Credit note" is printed on the header together with a reference to the original invoice number and date. The credit note contains a VAT summary box with VAT information for both the credit note and the original invoice.

Also, an accounting journal and a customer invoice journal are printed.

The invoicing range on the service agreement and the 'Next invoice date' on the selected service agreement lines are reset to the values used when the original invoice was created. This enables you to create a new correct debit invoice based on the service agreement and changed service agreement lines.

Correcting the Invoice

A corrective invoice is created for parts of or an entire original meter invoice, containing the selected invoice lines reversed in full with new replacement lines. The corrective invoice can be either a credit or a debit invoice, depending on the adjustments made. The corrective invoice has a reference to the original invoice number and date as well as a VAT summary box with VAT information for both the corrective invoice and the original invoice.

Also, an accounting journal and a customer invoice journal are printed.

Uses

Send the credit note or the corrective invoice to the customer or payer.

If you created a credit note, you might want to create a new correct debit invoice. You do this by first making the necessary adjustments on the service agreement in 'Service Agreement. Open' (SAS100) in order for the new debit invoice to be correct. Once that is done, you follow the ordinary routines for creating invoices.

How the System is Affected

Before you start

Follow these steps

  1. Start 'Meter. Display/Update History' (SOS340/B).

  2. Select sorting order 7.

    This sorting order displays the invoices created for an individual item.

  3. Enter the individual item to which the incorrect original invoice refers and select Apply.

  4. Select one of these alternatives:

    • Credit a Service Agreement Invoice or Meter Invoice and Reset Agreement
    • Correct a Meter Invoice

Credit a Service Agreement Invoice or Meter Invoice and Reset Agreement

  1. On the B panel, identify the original invoice that you want to correct.

  2. Select option 'Reset – credit' for the invoice.

  3. On the G panel, review and adjust the invoice year.

  4. Review and adjust the proposed service order type.

    The service order type is retrieved from the 'Service order type – credit invoice' field in (SOS340/P) and will be used to create the new service order.

  5. Highlight the invoice lines that you want to credit and select option Select.

    You can highlight several lines by using the Ctrl-function. You can highlight all lines by using F16='Credit all lines'.

  6. On the H panel, review the information displayed. Press Enter.

    A new service order will be created. This service order includes a copy of the selected original lines reversed in full.

    Create a Credit Note

  7. Start 'SO Invoice. Print' (SOS180).

  8. Select action Settings to open the P panel.

  9. On the P panel, select panel F as opening panel. Press Enter.

  10. On the F panel, specify the original invoice number and year. Press Enter.

    A credit note is created with a reference to the original invoice number and date.

    The planned start date and planned finish date on the new service order is used to set back the invoicing range on the service agreement to as it was when the original invoice was created.

Correct a Meter Invoice

  1. On the B panel, identity the original invoice that you want to correct.

  2. Select the option 'Reinvoice – credit' for the invoice.

  3. On the G panel, review and adjust the invoice year.

  4. Review and adjust the proposed service order type.

    The service order type is retrieved from the 'Service order type – credit invoice' field in (SOS340/P) and will be used to create the new service order.

  5. Highlight the invoice lines that you want to correct and select the option Select.

    You can highlight the lines by pressing the Ctrl key.

  6. On the H panel, review and adjust the event date and event type.

    The event date and time is the time of correction of the meter readings.

  7. Review and adjust the incorrect meter values. Press Enter.

    A new service order will be created.

Create a Credit Note

  1. Start 'SO Invoice. Print' (SOS180).

  2. Select the action Settings to open the P panel.

  3. On the P panel, select panel F as the opening panel. Press Enter.

  4. On the F panel, enter the original invoice number and year. Press Enter.

    A corrective invoice is created containing a reference to the original invoice number and date.

Related topics