Create a replacement invoice in Sales Management

You can create a replacement invoice on a domestic invoice that is rejected by the authorities or refused by the customer.

The rejected invoice results in two invoices:

  • The cancellation invoice is for internal accounting purposes only and is not sent to the tax authority or the buyer.
  • A new invoice or credit note is created as a replacement for the original invoice or credit note.

Limitations

Replacement is not permitted:
  • Unless the field 'Tax method' is set to 1-'VAT/GST' on 'Company. Connect Division' (MNS100/G).
  • In the market configuration for Brazil (MBR).
  • On a corrective invoice created with corrective method 1-'Correct'.
  • On the credit note created with corrective method 2-'Credit and reinvoice', including the credit note created when selecting 'Credit all'.
  • On an invoice with deferred revenue for goods in transit.
  • On an invoice for a customer order priced with total price.
  • On an invoice for a customer order connected to a letter of credit.
  • On an invoice for supplier rebate on sales claimed through customer invoice into accounts receivable.

Setup

You must fulfill these criteria to replace the sales invoice:

  • The sales invoice is a domestic invoice.
  • A sales invoice has the field 'Gov inv status' set to 40-'Rejected', or the field 'Customer inv st' set to 40-'Rejected' in 'Invoice Header. Open' (CMS500).
  • The replacement credit note series is specified in field 'Repl credit n/s' in 'Settings – Invoice Numbering Rule' (MFS167).
  • Select the field 'Dom e-rep inv' in 'Country. Open' (CRS045) for the base country.

Rejected invoice

An invoice that is rejected or refused as indicated by the field 'Gov inv status' (GINS) set to 40-'Rejected', or the field 'Customer inv st' (CIST) set to 40-'Rejected' in (CMS500) is replaced in 'Invoice. Display' (OIS350) using related option 19='Replace invoice'.

'CO Invoice. Correct or Credit' (OIS380) opens in a replace invoice state with these configuration:

  • 'Corrective mtd' is set to 4-'Replace' (read-only)
  • 'Select All' is selected (read-only)

When submitting the job, new invoices are created:

  1. The cancellation invoice is for internal accounting purposes only and is not sent to the tax authority or the buyer. The invoice uses the number series in the field 'Repl credit n/s' (RCNS) in (MFS167). The internal credit note or debit note receives the field 'Gov inv status' (GINS) set to 99-'Not reported to government' with the field 'Classification' set to 12-'Cancellation' in (CMS500).
  2. A new invoice or credit note is created. The new replacement invoice receives the field 'Gov inv status' (GINS) set to 10-'Not used/not received' with the field 'Classification' set to 11-'Replacement', while the original invoice receives the field 'Gov inv status' (GINS) set to 98-'Replaced' in (CMS500).

This process ensures that rejected or refused invoices are correctly cancelled internally and replaced with corrected documents, maintaining compliance with tax authority requirements, and supporting buyer acceptance.

Corrective invoice

Before creating a corrective invoice for an invoice that applies to the replacement process, these conditions must be met in (CMS500):

  • The original invoice has the field 'Customer inv st' (CIST) set to 90-'Accepted/sent', or the field 'Gov inv status' (GINS) set to 98-'Replaced'.
  • All existing corrective invoices linked to the original invoice have field 'Customer inv st' (CIST) set to 90-'Accepted/sent', or field 'Gov inv status' (GINS) set to 98-'Replaced'.

Customer returns

When the 'Use credit inv' option is enabled in 'Settings - Customer Returns' (OIS399) and the replacement process is active, the two conditions above must be met before using option 14='Crt credit' in 'Customer Return. Open' (OIS390).

Advance invoice

When replacing an advance invoice in (OIS350), new records are created in 'Customer Order. Invoice in Advance' (OIS105) and the program is opened. You can also select option 19='Replace invoice' on a record in (OIS105). The credit invoice cannot be changed, but the debit invoice can be changed.

To create a replacement for an advance invoice, ensure that these conditions are met:

  • The invoice status is 70.
  • The field 'Remain amount' must match the field 'Adv inv amount' (IVAM).

The replaced advance invoice is set to status 80. If the credit invoice is deleted, the original invoice is set back to status 70.

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