Reversing an invoice

This page allows you to reverse an invoice. You can enter the date on which the reversal document is to be created. You can also record your observations for the need to reverse an invoice. The system generates a unique number identifying the reversal document based on the numbering type selected. The system updates the status of the reversal document as “Authorized” and the status of the invoice as “Reversed”. The financial entries that have been posted for the invoice will be reversed in the corresponding finance book.

Select the “Reverse Invoice” link provided in the “Select Invoice” page.

The “Reverse Invoice” page appears.

Enter the following fields:

Reversal Document #

A unique number identifying the document generated for the reversal of the invoice (Alphanumeric, 18). Mandatory. This number is generated and displayed by the system, when the “Reverse” pushbutton is clicked. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Numbering Class” business component.

Note: This field must not be left blank if “Manual” is selected in the “Numbering Type” field.

Numbering Type

Use the drop-down list box to select the numbering type for the login organization unit and the “Reverse Repair Invoice” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Numbering Class” business component.

The system displays the following:

Status

The status of the invoice. It must be “Authorized”.

Authorized – indicates that the invoice has been authorized and the corresponding financial postings have been made in the respective books of accounts

Invoice #

The number identifying the invoice.

Invoice Date

The date on which the invoice has been created.

Enter the following field:

Reversal Date

The date on which the reversal document is generated (Date Format). The system date is displayed by default on launch of the page.

The system displays the following:

Bill to Customer #	The code identifying the customer on whom the invoice has been created.
Bill to Customer Name	The name identifying the customer on whom the invoice has been created.
Invoice #	The number identifying the invoice.
Invoicing Stage	The process stage of the invoice, such as Interim or Final.
Invoice Date	The date on which the invoice has been created.
Total Invoice Amount	The total amount for which the invoice has been created.
Finance Book	The code identifying the finance book in which the invoice details have been posted.

Enter the following fields:

Reason for Reversal	Use the drop-down list box to select the code identifying the reason for which the invoice is being released. All the reasons that have been defined in the “Maintain Reason Information” activity of the “Reason Code Definition” business component for the debit / credit note and that are in the “Active” status will be available for selection in the ascending order.
Remarks for Reversal	Any observations or comments regarding the reversal of the invoice (Alphanumeric, 255). Mandatory.

Note: You cannot reverse a invoice that has been adjusted partly or fully against other debit documents. You cannot also reverse a invoice that has been partly or fully paid.

Click the “Reverse” pushbutton to reverse the invoice.

Note that workflow has been enabled.

The system generates a unique number identifying the reversal document.

The system saves the details of the reversal document and the invoice in the invoice currency.

Status Updation

The system updates the status of the invoice as “Reversed”.
The system updates the status of the reversal document as “Authorized”.

Note: Invoices having Tax Adjustment Journal in “Authorized” status cannot be reversed.

The system displays the following:

Created By	The login ID of the user who has created the invoice.
Created Date	The date on which the invoice has been created.
Last Modified By	The login ID of the user who last modified the invoice.
Last Modified Date	The date on which the invoice has been last modified.

To proceed, carry out the following:

Select the “Accounting Information” link at the bottom of the page to view the account posting details of the invoice.