Overview
Neither invoices nor credit notes may be cancelled at any time. To remove the effect of an incorrectly entered invoice or credit note the opposite type of transaction must be entered. For example, to remove the effect of a Purchase Invoice, enter a Purchase Credit note to the same supplier with exactly the same amount and coding. The offending invoice may then be cleared using the credit note in Ledger Payments.
If a data entry period has been closed (in Open/Close Account Periods) you are only allowed to carry out limited editing. You are not allowed to alter any financial figures but you are able to edit any of the coding details such as heading code, enterprise, search code, etc. and description at any time.
Similarly, you may not edit the financial details of an entry in a closed VAT period, but the coding and description may be altered at any time.
If an invoice has been paid and is no longer outstanding, you may edit the coding and description, but to alter the amount you will first need to edit the clearing entry (i.e. the payment that cleared the invoice) to temporarily unclear it. You may then fully edit the invoice. Do not forget to re-clear it again.
To clear a Credit Note against an incorrect Invoice
- Make sure that the Credit Note is an exact replica of the invoice you want to clear.
- Go into Ledger Payments and select Ledger Payments or Ledger Receipts, depending on whether it is a Sales Invoice or a Purchase Invoice that is incorrect.
- Select the customer or supplier involved.
- The outstanding invoice(s) and the credit note will be displayed in the grid with a red cross against them on the right hand side.
- Click the Clear Button on the bottom left of the Ledger window.The same grid will appear again.
- Tick the incorrect invoice and the credit note. The Uncleared Item total at the bottom should reduce by the same amount as the incorrect invoice. Click Save.
For more help on Farm Business Manager call our Adviceline team on 01594 545022 or email us at support@farmplan.co.uk.
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