Reversing invoice

This page allows you to reverse an invoice that has been posted in the books of accounts irrespective of the category to which it belongs. Tell me more

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). This number is generated and displayed by the system, when the “Reverse Invoice” 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 transaction type that could be “Customer Direct Invoice”, “Customer Pack Slip Invoice” or “Customer Miscellaneous Invoice” based on the category to which the invoice belongs. The numbering types must have already been defined in 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 relevant postings have been made in the selected finance book.
Invoice #	The number identifying the invoice that is to be reversed.
Invoice Category	The category to which the invoice belongs. It could be “Miscellaneous Invoice” or “Pack Slip Invoice”.
Invoice Date	The date on which the invoice was created.

Enter the following field:

Reversal Date

The date on which the invoice is being reversed (Date Format). Mandatory. This date must be a valid one in the “Open” financial year. The system date is displayed by default on launch of the page.

Note: The date entered in this field must not be after the system date or before the invoice date.

The system displays the following:

Bill to Customer #	The code identifying the customer on whom the invoice has been raised.
Bill to Customer Name	The name of the bill to customer.
Finance Book	The code identifying the finance book in which the invoice details are posted.
Total Invoice Amount	The sum total amount of the invoice.

Enter the following fields:

Reason Code	Use the drop-down list box to select the code identifying the reason due to which the invoice is being reversed. These reason codes are defined in the “Maintain Reason Information” activity of the “Reason Definition” business component and must be in “Active” status.
Remarks for Reversal	Any observations or comments pertaining to the reversal of the invoice (Alphanumeric, 255).

Click the “Reverse Invoice” pushbutton to reverse the invoice.

The system generates a unique reversal document number. The system updates the login ID of the user and the system date in “Last Modified By” and “Last Modified Date” fields. The system also posts the reversal entry in the selected finance book.

Status Updation

The status of the invoice is updated as “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 was created.
Last Modified By	The login ID of the user who has last modified the invoice.
Last Modified Date	The date on which the invoice was last modified.

To proceed, carry out the following

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

Reversing invoice – An overview

You can reverse an invoice that is in the “Authorized” status. You cannot reverse an invoice for which the payment has been received through “Cash”.

This page allows you to enter a unique number identifying the reversal document that is raised for the invoice. If you have opted for the “Automatic” numbering type, the system generates a unique number identifying the reversal document based on the default numbering type. You can also select the code identifying the reason for the reversal. You can also record your observations regarding the reversal.

The status of the invoice is updated as “Reversed”. This reversed invoice cannot be used again. Reversal entries are updated in the corresponding accounts. The system stores the login ID of the user and the system date along with the reversal details.

Prerequisite

“Reason Codes” must have been defined in the ““Maintain Reason Information” activity of the “Reason Definition” business component.