Correcting Invoices in Rental and Leasing

This document explains how you credit an incorrect rental invoice or leasing invoice.

This is usually done when the amount on the invoice is incorrect, the VAT registration number is missing, or the rental agreement or leasing agreement must be changed.

Outcome

A credit note for the invoice is created and possibly a new debit invoice.

For more details, refer to these documents:

Send the credit note, and possibly the new debit invoice, to the customer or payer.

You can later review the connection between the original invoice and the credit note in 'Rental Invoice. Display/Credit' (STS350) for rentals and 'Leasing Invoice. Display/Credit' (LTS350) for leasing. By selecting an option, the credit note number for an original invoice is displayed.

For more detailed information, see the appropriate instruction.

Before you start

An original rental invoice or leasing invoice must be transferred to M3 General Ledger.

Follow these steps

Choose one of these options to create a credit note:

Create partial credit

Create a credit note proposal as part of an original invoice. When you do so, select the invoice lines to correct and make the necessary adjustments. You can, for example, change prices or charges.
Release the proposal and create the credit note, in other words a corrective credit invoice.

This alternative is useful if the error is detected in the invoice itself and not in the agreement on which the invoice was based.

Note: If you select this alternative, it is not possible to create new invoice lines.

Create full credit

You can also choose to create a credit note proposal for an entire original invoice and then release it. All invoice lines in the original invoice is then reversed in full.
If necessary, you can make changes in the rental agreement or leasing agreement on which the original invoice was based.
After the change is completed, create a new corrective debit invoice. This new invoice will be based on the same agreement as the original invoice, but reflects the changes that have been made in the agreement.

This alternative is useful if the original invoice needs to be corrected due to errors in the agreement. Such errors can include incorrect basic data or missing VAT registration for the customer.

Note: If you select this alternative when the original invoice was a summary invoice, you need to identify all agreements that were included in the original invoice. The reason is that the original invoice will be credited in full, and all agreements that are connected to the original invoice are reversed. Therefore, you need to manually create and approve invoice proposals for all these agreements if they will be included in the new invoice, regardless of whether the agreements have been adjusted.

Credit and re-invoice

You can also choose to credit and re-invoice the original invoice. The original invoice is fully credited and a new invoice proposal is created with the possibility to change data.
When submitting the changes on the new invoice proposal a new invoice is created with the adjusted amounts and a second invoice is created for crediting the full amount of the original invoice.
This alternative is useful for doing a credit for an invoice period without having to be the last invoice (as for a full credit), or if the adjusted invoice should use the VAT or tax date from the original invoice date.

Note: This is not valid for leasing invoices.