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Editing invoices
Sometimes invoices are incorrect (for example, they have out-of-date prices, the tax rate or quantity is incorrect, etc.), so Impact Ordering offers the possibility to edit the affected invoice. Since this represents a serious intervention, changes must always be made in consultation with the supplier. In addition, the invoice must be fully assigned to its order and may not have the status Accepted. Changes are only possible for the invoice status Assigned, Processed, Not processed and Changed. See Invoices - Status for more information.
Changes are permissible in the following fields:
- Net unit price for the invoice item
- Quantity of the invoice item
- Tax rate of the invoice item
These three fields can be changed for every item of an invoice, whereby a reason should always be selected from the corresponding selection list. You can create and manage reasons yourself (see Creating reasons for editing invoices).
- On the Invoice administration page, click the Edit invoices link.
The Edit invoice page is displayed.
- In the Search criteria section you can search for orders for which you want to change the invoice. Enter the appropriate search criteria.
Note: Only the orders in the selection list Maximum number of displayed search results are displayed. If more invoices than this number are present, they are not displayed. It therefore makes sense to select All in this selection list.
- Click the Order link to view details of an order. Click the link Modify invoice next to an invoice to edit the invoice.
The Edit existing invoice - Details page is displayed.
In the Positions section (the "Change display") the invoice items are listed.
- You can change the quantity, the unit price and the tax rate, whereby you must select an appropriate reason in the Reason selection list. You can create and manage reasons yourself (see Creating reasons for editing invoices). You cannot save your changes if you do not select a reason.
Note: You can cancel the entire invoice, if you activate this option in the Correction possiblities section. The the changes have no effect. In this case, the reason must be entered as text.
- Click Save.
The changed invoice is now displayed in the Changed invoices section in the menu Invoices before the change display is finalised.
To notify the supplier of the change, print the change display and send it by fax.
Note: You can only close the change when you call it up a second time. This avoids accidentally saving and closing other possible changes.
When you save the changes, the invoice and all changed positions take on the status Changed. The invoice is completely removed from the automated invoice processing by scheduled tasks.
To ensure audit acceptability for later invoice checking, the changes to the original values (net unit price, quantity, tax rate, net amount, gross amount) and the individual reasons for change are logged chronologically. Chaing an item always results in a change in the gross price for the invoice.
As long as an invoice has the status Processed, the values are only saved in the XML of the corresponding object. The corresponding attributes of the object are only changed when the change display has been closed. For this reason, the original values of the invoice are displayed everywhere in the system, and the changed values are only called up from the XML and displayed in the change display. The change display can only be closed when all items have the status Changed or Processed. When the change display is closed, the entire invoice is set to the status Processed.
For communication with the supplier it is possible to display the current invoice as a PDF file. This PDF file can either be faxed to the supplier or sent as an attachment to an e-mail. When both parties have reached agreement on the changes, the change display can be closed.
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