Accounts Receivable > Invoice > Amend or Void AR Invoice

The AP Invoice Transaction function allows you to amend or void customer invoices.

Note: You can only amend or void an invoice if you have been granted an access right. Access rights are set up using the Group Access Rights function in the System Administrator module.

Amend an Invoice

When amending an invoice you can add, amend (or delete) line items and certain data in both paid and unpaid invoices. If an invoice has been partially or fully paid and/or an open credit has been applied against it, the amended total amount must be at least as large as the payment and/or the applied open credit; otherwise, a message is displayed informing you that the invoice total is less than the total applied amount and you cannot continue saving the amended invoice. When necessary, use the Void Payment and/or Void Applied Credit function to reverse the applied payments and/or open credits.

To amend an invoice, follow these steps:

1.Access the AR Invoice Transaction function from the Invoice group in the Transactions menu.

2.Enter in the Search field the invoice number of the invoice transaction that you want to amend; then, press the Enter key. Alternatively, you may click the Search field to display the Search grid where you can locate the invoice that you want to amend; then, double-click to select.

Note: Once a valid invoice number is selected, the transaction details are automatically displayed on the screen of the respective pages. The Customer Details area in the Information page shows the customer's accumulated to date and year-to-date purchases as well as open credits, past due balances, credit holds, sales quotes, open orders, un-invoiced shipments, available credit, and customer balance for your reference.

3.Review or amend the values entered in the fields that you need to change. Access the page that you want to amend field values. The values in fields that are grayed out or unclickable means it cannot be changed or amended.

Notes:

•When the ClickToPay feature is enabled, you may change the invoice's Pay Code from a non-ClickToPay pay code to a ClickToPay pay code only if the Adjustment value is zero (0); otherwise, you can cannot change the pay code.

•The system will not save any ClickToPay invoice change if it results to an invoice balance that is less than the payment made using the online payment portal.

•When a ClickToPay invoice is successfully amended, the system will update the invoice's record in the online payment portal even if the change do not affect the invoice total.

4.When you are done reviewing and amending the invoice, save the changes you have made by clicking the Save button in the Transactions toolbar; then, you can choose to perform any of the following options:

oPreview

Click the Preview button if you want to view the receipt before you print it.

oPrint

Click the Print button if you want to print the Payment Receipt.

oE-mail

Click this button if you want to send the Payment Receipt as an attachment to an email. Click the List box button to select the file format of the report to be attached to the email.

oExport

Click the Export button if you want to export the Payment Receipt. click the List box button to select the file format in which you want to export the report.

oApply Payment

Click this button to access the Apply Payment function directly from this window in order to record customer payments.

oContinue

Click this button if you want to close the Save window but still view the recently saved transaction so you can review or amend it.

oNew

Click the New button to create another AR invoice transaction.

oClose

Click this button to close the save window and close the transaction function screen. Alternatively, you may click the [X] button at the upper right corner of the save confirmation window.

Void an Invoice

You can void an invoice only if the following conditions exist:

•It was created in a period that has not yet been closed.

•There are no payments, finance charges, or open credits applied against it.

•You have been granted the access right to amend invoices.

Note: If you want to void an invoice to which a payment or open credit has been applied, you must cancel the applied payment and/or open credit using the Void Payment and/or Void Applied Credit functions, respectively.

To void an invoice, perform the following procedures:

1.Access the AR Invoice Transaction function from the Invoice group in the Transactions menu.

2.Enter in the Search field the invoice number of the invoice transaction that you want to void; then, press the Enter key. Alternatively, you may click the Search field to display the Search grid where you can locate the invoice that you want to void; then, double-click to select.

Note: Once a valid invoice number is selected, the transaction details are automatically displayed on the screen of the respective pages.

3.When you are ready, click the Void button in the Transaction toolbar to void the invoice. Accept or amend the Void Date in the pop-up window that appears. Click Yes button to confirm voiding invoice; otherwise, click No.

If an invoice was generated from a shipment of sales orders, a message is displayed requesting confirmation whether you want to cancel the shipped quantities. Click Cancel Shipment button to confirm; otherwise, select Keep Shipment. AccountMate will then display another message window asking whether you want to void the invoice. Click Yes to confirm; otherwise, click No.

Note: When an invoice is voided, the inventory item units will be added back to the on-hand quantity at the cost that was applicable at the time they were shipped.

Amend or Void AR Invoice

Amend or Void AR Invoice

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