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Invoices - Notes
Invoices may occasionally be incorrect (e.g. outdated prices, incorrect tax rate, wrong quantity etc.). Therefore there is an option to make specific changes to the invoices in question. As this type of intervention is critical, changes must always be carried out by arrangement with the supplier. In addition, the invoice must be allocated to its order and cannot yet have the status Accepted. Changes are only possible for the invoice statuses Assigned, Processed, Not processed and Changed. Changes can be made to the following fields:
- Net invoice item unit price
- Invoice item quantity
- Invoice item tax rate
These three specifications can be changed for each item in a invoice. A reason should be selected from the corresponding selection list. Users can create and manage the reasons themselves. See Reasons for the change screen .
If the user saves changes, the invoice header and all modified items are assigned the status Changed. The invoice is completely removed from automated invoice processing by scheduled tasks.
To ensure revision security in the event of a subsequent invoice check, the changes become original values (net unit price, quantity, tax rate, net amount, gross amount) and each change reason is logged chronologically. Changing an item always involves changing the gross price in the invoice header.
As long as an invoice has the status Changed, the values are only saved in XML in the corresponding object. The corresponding attributes in the object are only changed when the change screen is closed. For this reason, the original values from the invoice are displayed everywhere in the system, the modified values from XML are only retrieved and displayed in the change screen itself. The change screen can only be closed if all items have the status Changed or the status Processed. After closing, the status of the overall invoice is set to Processed.
For the dialogue box with the supplier, you have the option of displaying the current invoice as a PDF file. This PDF file can then be sent to the supplier either by fax, or by e-mail as an attachment. If both parties agree to the changes, the change screen can be closed.