To increase the control of debit invoices to be credited, there is an optional function to use in the invoice application to mark debit invoices to be credited and link them with the subsequent credit invoice. This function is activated via the system parameter UseInvoiceCredit.
Choose to have a debit invoice credited
If a debit invoice is to be credited, this is marked in connection with the invoice being forwarded to the next step on the Forward form as below:
This does not affect the invoice's normal processing (coding, review and approval) which must always be performed.
Handling of invoices marked to wait for credit
An invoice that is marked to wait for credit will not be final posted when sent for payment, but will instead be placed in the work queue Credit memo, which is normally handled by finance staff.
In this queue, the debit invoices remain and wait for credit to be received and for these to be linked.
Linking debit-credit invoices
When a credit invoice is received, this must be linked to a pending debit invoice in the Credit memo queue.
Linking of credit/debit invoices is done via the invoice window's Other tab and the function Linked invoice.
Click the Link button and the following form will appear:
In the form, select the an option:
- Debit invoices waiting for a credit note are used to link the correct debit invoice from an incoming credit invoice that is marked to wait for a credit.
- All invoices being processed are used to link any invoice from the same vendor - regardless of whether the invoice is marked to be linked to debit / credit as above.
After selecting an option, click on Search and the window will list all invoices according to the selected option. Select the correct invoice and click on OK.
Then the invoice number of the linked invoice is displayed in the field Linked invoice on the invoice tab, on resp. debit and credit invoice.
Final posting of debit and linked credit invoice
When the linked credit invoice has been coded, reviewed, approved and sent for payment, the system ensures that both the credit and debit invoice in the Credit memo queue is sent at the same time for final posting and is thus included in the same payment processing in the financial system.