Create Replacement Invoice for Rental Agreements

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

Outcome

The rejected invoice has these invoices:
  • 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 defined in the new field 'Repl credit n/s' (RCNS) in 'Settings – Invoice Numbering Rule' (MFS167). The internal credit note or debit note receives the 'Gov inv status' (GINS) of 99-'Not reported to government' with a 'Classification' of 11-'Cancellation' in 'Invoice Header. Open' (CMS500). Therefore, no invoice printout is generated for the internal credit note or debit note.
  • A new invoice or credit note is created for the original invoice or credit note that is rejected, as indicated by the 'Gov inv status' (GINS) of 40-'Rejected' or the 'Customer inv st' (CIST) of 40-'Rejected' in (CMS500). The new replacement invoice receives the 'Gov inv status' (GINS) of 10-'Not used/not received' with a 'Classification' of 12-'Replacement', while the original invoice receives the 'Gov inv status' (GINS) of 98-'Replaced' in (CMS500), where an invoice printout is generated.
These updates are performed:
  • M3 Accounts Receivable and M3 General Ledger are updated.
  • The headers of the replacement invoice and replacement credit note are saved in the OINVOH table, whereas the lines are saved in the OINVOL table.
  • The headers of the new deliveries are saved in the SDHEAD table, whereas the delivery lines are saved in the SDLINE table.

Rejected Invoice

An invoice that is rejected or refused as indicated by 'Gov inv status' (GINS) set to 40-'Rejected' or 'Customer inv st' (CIST) set to 40-'Rejected' in (CMS500) is replaced in 'Rental Invoice. Display/Credit' (STS350) using related option 15='Replace invoice'.

Base Country

For domestic invoices, activate the additional field 'Dom e-rep inv' (DERI) in 'Country. Open' (CRS045). Activating this field is required to enable replacement invoice functionality and to ensure that other domestic invoices outside these regulatory requirements remain unaffected.

Credit and Corrective Invoices

When using the replacement process, the original domestic invoice and all associated corrective invoices must have 'Customer inv st' (CIST) set to 90-'Approved' in (CMS500) before you can create a credit note or corrective invoice.

If that is not the case, related option 14='Corr/Credit' is blocked in (STS350).
Note: When an original invoice has 'Gov inv status' set to 98-'Replaced', credit and corrective invoicing is no longer allowed.

Before you start

  • The replacement credit note series is specified in field 'Repl credit n/s' in (MFS167).

    Specifying a value in this field enables the ability to replace rejected invoices. Doing so imposes restrictions on the credit and corrective invoice process for rental invoices. Specifically, a credit or corrective invoice is only permitted if the original invoice and all previous corrective invoices have 'Customer inv st' of 90-'Approved' in (CMS500).

    The restriction on corrective invoices only applies to domestic invoices where the 'Base country' in (CRS045) has 'Dom e-rep inv' field active.

    An invoice has 'Gov inv status' of 40-'Rejected' or 'Customer inv st' of 40-'Rejected' in (CMS500).

  • The invoice is a domestic invoice, and the field 'Dom e-rep inv' is active in (CRS045) for the base country.

Limitation

Corrective invoices cannot be replaced in the current process.

Follow these steps

  1. Start (STS350).
  2. Identify the original invoice and select option 15='Replace invoice' to start 'Rental Invoice. Credit' (STS360).
  3. (STS360) opens in a replacement invoice state with a configuration of field 'Credit type' set to 4-'Replace' (read-only).
  4. After you confirm (STS360), a rental invoice proposal is created on 'Rental Invoice Proposal. Update Lines' (STS811/K) with these configuration:
    1. 'Corrective mtd' set to 4-'Replace' (read-only)
    2. 'Select All' ticked (read-only)
    Note: When alternative 4 is selected, a credit note that reverses the original amount and a new debit invoice with the corrected amount are created. This alternative is only valid when the original invoice is rejected and related option 15='Replace invoice' is selected in (STS350). The credit note only serves as an internal reversal of the original invoice. Therefore, no invoice printout is generated for it, and the invoice BOD is created in status 99. The invoice number series used for the credit note is set up in (MFS167).
  5. Review the invoice and make changes if necessary. Select related option 11-'Line details' to open 'Rental Invoice Proposal. Upd Line Detail' (STS812) if the invoice lines require adjustment.
  6. Submit the invoice by selecting F14='Submit' or by clicking the 'Submit' button.
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