Sales Order > Advance Billing > Amend or Void Advance Billing

The Advance Billing function in the Sales Order module provides the functionality that allows you to amend or void advance bills. You can amend or void advance bills as long as they are not yet shipped. Once advance bills are shipped, they are automatically converted to regular sales invoices; thus, you can not see them in the Advance Billing function's Lookup screen.

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

To amend an advance bill , follow these steps:

1.Access the Advance Billing function from the Advance Billing group in the Transactions menu of the Sales Order module. The Search screen is automatically displayed.

2.Enter in the Search field the number of the advance bill that you want to amend. You may also enter in this field any value that represents either customer #, salesperson, order date, or currency to filter the advance bills displayed in the Search grid. Locate in the grid the advance bill that you want to amend; then, double-click the advance bill to select.

3.When an advance bill number is selected, the customer number and other advance billing information is automatically displayed in their respective fields. You can then proceed to amend the advance bill. The values in fields that are grayed out or unclickable cannot be changed.

Notes:

•When amending an advance bill, you can increase or decrease the item quantity billed in advance provided that the total of the advance quantity, the ship quantity and the bill quantity is not more than the item order quantity nor is it less than zero.

•The value shown under the Advance Quantity field represents the item quantities of other advance bills created for the sales order that are not yet shipped. On the other hand, the value shown under the Bill Quantity field is the item quantity billed in the advance billing being amended.

4.When you are done amending and reviewing the advance bill, save the changes you have made by clicking the Save button in the function toolbar. In the Advance Billing save confirmation window that is displayed, you can choose to perform any of the following options:

oPreview

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

oPrint

Click the Print button if you want to print the Proforma Invoice. Printing of this report, however, is subject to validation of the user's access right to this report.

oNew

Click the New button to create another advance bill transaction.

oClose

This is the X button in the upper right corner of the save confirmation window. Click this button to close the window.

Note: The Preview, Print and New buttons are enabled only if the user has the necessary access rights to these functions. To manage user access rights, use the Groups access rights function in the System Administrator module.

To void an advance bill, perform the following steps:

1.Access the Advance Billing function from the Advance Billing group in the Transactions menu of the Sales Order module. The Search screen is automatically displayed.

2.Enter in the Search field the number of the advance bill that you want to void. You may also enter in this field any value that represents either customer #, salesperson, order date, or currency to filter the advance bills displayed in the Search grid. Locate in the grid the advance bill that you want to void; then, double-click the advance bill to select.

3.When an advance bill number is selected, the customer number and other advance billing information is automatically displayed in their respective fields. When you are ready, click the Void button in the function toolbar to void the advance bill.

Amend or Void Advance Billing

Amend or Void Advance Billing

See Also