Correcting Invoices in Sales Management

This document explains how you correct an invoice in Sales Management.

Outcome

A corrective invoice - or a credit note together with a new debit invoice - is created.

In relation to correcting the invoice, you may also have managed a customer return.

See Create Corrective Invoice in Sales Management.

Before you start

  • A sales invoice must be transferred to M3 Accounts Receivable and M3 General Ledger.
  • The customer order must not be archived.

Description

These activities can be performed in the process:

  • Correcting an invoice

    Correct a sales invoice when the invoice is incorrect. For example, it might contain incorrect prices, quantities, or VAT rates. Also, the quality of the delivered goods might be insufficient, necessitating a price adjustment or customer return.

    You can correct an invoice in two ways:

    • Create a corrective invoice that includes the corrected invoice lines reversed in full, together with new replacement invoice lines.
    • Create a credit note together with a new debit invoice. The credit note contains the wrong invoice lines reversed in full, and the new invoice contains the replacement invoice lines.

    You correct an invoice in 'CO Invoice. Correct or Credit' (OIS380).

  • Managing customer return

    If goods are returned in connection to the correction of a sales invoice, you must manage the customer return.

    You can register the customer return before or after the goods arrive. When the goods arrive, you also confirm the goods receipt and inspect the goods in order to decide whether to accept the return and what to do with the goods. You might, for example, decide to approve, repair, scrap, or send it back to the customer.

    Customer returns are managed in 'Customer Return. Open' (OIS390).

See the workflows for descriptions of how the activities interact.

Workflow 1 - Receive goods from customer, register/inspect/put-away, and then correct invoice

In this workflow, you receive and inspect the goods before deciding about correcting the invoice. The result of the quality inspection and put-away is reported in 'Customer Return. Display Inspect Result' (OIS392), which means that the customer return is finalized before crediting the customer.

  1. Process customer return

  2. Create corrective invoice

The corrective invoice can be created based on the customer return if the check box 'Use credit inv' is selected in 'Settings - Customer Returns' (OIS399). Use option 14='Crt credit' in (OIS390) to open 'CO Invoice. Correct or Credit' (OIS380). The returned quantity specified in (OIS392) automatically updates the new invoiced quantity in (OIS380/E).

If (OIS380) is instead started with option 14='Corr/Credit' in 'Invoice. Display' (OIS350), the quantity changes must be done manually in (OIS380/E).

Workflow 2 - Receive goods from customer, accept return, correct invoice, and then register/inspect/put-away

In this workflow, you receive the goods from the customer and perform a basic inspection and quantity check to accept the return, to be able to credit the customer before doing the final inspection and put-away. This approach may be needed in a store, where the customer expects to be credited at once but the inspection and put-away process is time consuming.

  1. Accept customer return

  2. Create corrective invoice

  3. Process customer return

The customer return can be created based on the corrective invoice by specifying the corrective invoice number (or the credit note number if 'Corrective mtd' is set to 2) when creating the customer return in (OIS390/A). The quantities retrieved in 'Customer Return. Open Lines' (OIS391) with F14='Retrieve' are the returned quantities per the invoice correction.

It is possible to create the return without a reference to the corrective invoice, but having the reference simplifies the process by retrieving the returned quantities from the invoice.

Workflow 3 - Correct invoice first, receive goods from customer later

In this workflow, you agree to credit the invoice or part of the invoice before the customer sends back the goods. For example, the customer may have called you to notify you of defects and requires to be credited before returning the goods.

  1. Create corrective invoice

  2. Register customer return in status 11-'Quantity advised'

  3. Process customer return

As in workflow 2, the customer return can be created based on the corrective invoice by specifying the corrective invoice when creating the customer return in (OIS390/A).

You process the customer return when the goods arrive.

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