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Posted invoice is incorrect-want to reverse/delete but also get inventory back in the system

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  • 1.  Posted invoice is incorrect-want to reverse/delete but also get inventory back in the system

    Posted Feb 19, 2020 05:13 PM
    Hi all,

    We put in an invoice for a sale to a customer but the pricing is incorrect. AR amount is off and some line items had a zero dollar cost associated.
    I would delete the invoice and put it back in using the same invoice number with a B attached to the end, but, when I did this in our test companies, the actual inventory did not come in with the deletion. The GL accounts all zeroed out, reversing sales, AR, the inventory account and COGS but the lot coded items themselves are still out and unavailable to add to the new invoice.

    Any thoughts?
    Thank you,
    Tonia

    ------------------------------
    Tonia Freeman
    Seven Oaks Ranch
    ------------------------------


  • 2.  RE: Posted invoice is incorrect-want to reverse/delete but also get inventory back in the system
    Best Answer

    TOP CONTRIBUTOR
    Posted Feb 20, 2020 07:56 AM
    Hi Tonia.

    The correct procedure to "undo" an invoice is to create a return document. You can actually create a return document very easily from an existing invoice. I wrote a blog about it here: How to create a quick sales return

    When you create the return, be mindful that, by default, the system will want to put the quantities as "returned" (not "on hand").  This could have been your issue in the first place. Quantity types are sometimes obscure for users to understand; they indicate a "state" of the quantities, rather than location.  The "normal" quantity type is "on hand" but there are other types such as "returned", "damaged", "in use" that you can transfer your quantities to in case of need.  You can see all quantities of each type in the Item Inquiry window.

    Return documents will auto-select the "returned" quantity type so that quantities returned are not immediately available for sale.  You can go, line by line in the return (using the blue arrow to open the line item detail window, then click on Quantity Type button), and change the quantity to "on hand" or you can enter an inventory transfer after-the-fact to move the quantities from returned to on-hand if preferred.

    Once the return is posted, you can enter the invoice again. You can use the "Copy" function to duplicate the original invoice, make fixes and then post.

    Hope it helps!


    ------------------------------
    Thomas Garcia
    ICON Business Consulting, LLC | Miami FL
    ICON, SRL | Santiago, Dominican Republic
    954-804-2140
    MiamiMiamiMiamiMiamiMiami
    ------------------------------



  • 3.  RE: Posted invoice is incorrect-want to reverse/delete but also get inventory back in the system

    Posted Feb 20, 2020 11:09 AM
    Thank you Thomas, this is extremely helpful.
    I appreciate your help.
    You are my new hero.

    ------------------------------
    Tonia Freeman
    Seven Oaks Ranch
    ------------------------------



  • 4.  RE: Posted invoice is incorrect-want to reverse/delete but also get inventory back in the system

    SILVER CONTRIBUTOR
    Posted Feb 20, 2020 03:23 PM
    Great job Tom, you nailed that perfectly.

    ------------------------------
    Jeff Strait
    Controller
    Ideal Deals, LLC dba Ideal Aluminum Products
    St. Augustine FL
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  • 5.  RE: Posted invoice is incorrect-want to reverse/delete but also get inventory back in the system

    Posted Feb 20, 2020 03:53 PM
    Hello again,
    I ran into a problem. I did exactly as you suggested in our test company, no problems at all. When I tried to execute in our live company, when selecting the items to return, I marked select all and post. I expected to get the lot info and option of how to receive (return or on hand) but that didn't happen.No items were allocated to the return invoice. I tried to delete the return I created, but can't find a way. I tried to create another return to try to add the line items again, but I am notified that this invoice has already been returned.
    Any and all support is greatly appreciated.
    Thanks,
    Tonia

    ------------------------------
    Tonia Freeman
    Seven Oaks Ranch
    ------------------------------



  • 6.  RE: Posted invoice is incorrect-want to reverse/delete but also get inventory back in the system

    TOP CONTRIBUTOR
    Posted Feb 20, 2020 04:43 PM
    Hi Tonia.

    The return is not actually "posted".  From your reply I understand that a return was created but no items were added to it?  That sounds strange, specially since it should have worked just like it did in your test company unless there was some other variable involved in the live company that we are not aware of.

    Please contact me directly tomorrow morning (my phone is in my signature) and let's do a remote session and see what is going on.

    TG

    ------------------------------
    Thomas Garcia
    ICON Business Consulting, LLC | Miami FL
    ICON, SRL | Santiago, Dominican Republic
    954-804-2140
    MiamiMiamiMiamiMiamiMiami
    ------------------------------



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