Purchase invoice corrections

You can use the following methods to make corrections to finalized purchase invoices:

  • Credit notes
    Use a credit note to correct the invoice amount. A credit note can be related to a single invoice or to several invoices. For details refer to Credit notes.
  • Purchase invoice corrections
    To change invoice details other than the invoice amount, for example, the pay-to business partner, the document date, or the exchange rate, you must create an invoice correction. On an invoice correction, you can also change the invoice amount.
Unapproving the invoice

You cannot correct an invoice that has the Approved status or the Approved for Payment status. Before you can create an invoice correction, you must unapprove the invoice.

You can unapprove an invoice for payment if the invoice is not fully paid and the invoice is not selected for payment in the Cash Management module.

To reverse approval of an order-related invoice, in the Purchase Invoice Entry (tfacp2600m000) session, from the appropriate menu, select Unapprove.

To undo the approval for payment, in the Authorize Purchase Invoices (tfacp1142m000) session, clear the Approved for Payment check box for the invoice.

After you create the correction, you must approve the cost invoice again and authorize the invoice for payment.

Creating a purchase invoice correction

To create a purchase invoice correction:

  1. Start the Transactions (tfgld1101m000) session and select a transaction type of the Purchase Corrections. The Purchase-Invoice Corrections (tfacp2110s000) session starts.
  2. Enter the new data and, from the appropriate menu, select Process.
  3. If the invoice is a cost invoice, the Purchase Invoice Transactions Multi-line (tfacp1120m000) session starts. Enter the transaction details.
  4. If the invoice is related to purchase orders or to freight orders, LN automatically posts the correction amount to the invoice receipts account of the financial business partner group of the invoice-from business partner.

For example, you can change these invoice details:

  • Invoice-from Business Partner
  • Original Pay-to Business Partner (for factored invoices)
  • Pay-to Business Partner
  • Purchase Type
  • Factoring Number
  • Amount
  • Tax Country/Code
  • Dimensions

Changes to these fields can require financial transactions. If you modify these fields, LN creates a new document with the correction transaction type to reflect the changes.

You can change the payment terms, the payment schedule, and the business partner's address if applicable. If the invoice amount changes, and a payment schedule is linked to the invoice, the Payment Schedule (tfacp1103m000) session starts automatically and you can change the details.

Purchase invoice authorization

If invoice approval or payment authorization is required for the invoice and you are not authorized to approve the corrected invoice or the payment, LN sets the Invoice Approved and Approved for Payment fields of the invoice to No. You must link a hold reason and an assigned approver to the invoice. The assigned approver must approve the invoice and remove the hold reason.

To link a hold reason and an assigned approver to the invoice, from the appropriate menu of the Purchase-Invoice Corrections (tfacp2110s000) session, select Invoice Details. The Open Entry (tfacp2100s000) session starts. Enter a hold reason and an assigned approver in the Hold Reason and Assigned Approver fields.

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