Activant Prophet 21

Credit & Rebill: Managing Invoice Corrections

This class is designed for

Anyone responsible for handling invoice corrections

Objectives

Review all of the features of Credit and RebillControl invoice corrections in a single screenAudit trail capabilityRetrieve data using old or new invoice number

This course will NOT cover…

Invoice EntryCash Receipts Entry

Credit and Rebill

From time to time a invoice goes out with incorrect pricing, terms, freight, or customer PO numberThis feature allows you to retrieve the invoice and edit the fields that need correctionThe system will produce an new invoice for the customer and forever tie the original invoice to the rebill invoice

Benefits

You no longer have to do an RMA and re-enter the order to correct pricing and/or freightThe system takes care of changes to sales tax, commissions, sales history and other impacted system valuesOriginal item unit and extended prices as well as changes are stored in historyReasons for changes can be tracked

Overview

Sales tax WILL BE RECALCULATEDInvoice notes may be addedPostings take place in the period of the changeATB will display the original invoice up and until the period it was correctedUser may retrieve the invoice using the new or old invoice numbers in cash receipts and drill down windows

Rebill Reason Code Maintenance

Accounts Receivable > Maintenance > Rebill Invoice Reason Code MaintenanceAllows the user to build reason codes to assign to the rebill invoice

Credit and Rebill Window

Accounts Receivable > Transaction > Credit and RebillRetrieve the original invoiceEngage the Create Rebill optionSelect a Reason Code

Required

Credit and Rebill Window

Credit and Rebill Window

Change either the unit price or extended price in the Unit Price column or the Extended Price columnThe amounts from the original invoice appear in the Original Unit Price and Original Extended Price columns

Credit and Rebill Window

Change customer PO number, terms, freight, invoice type, tax jurisdictionsAdd notes if desiredSales reps may not be changedOrder taker is displayed

Credit and Rebill Window

When the information is saved in the credit and rebill window, a new invoice number is created and a corrected invoiceThe original invoice number is forever hooked to the new invoice number

Credit and Rebill

Posts to the period and year on the credit and rebill transaction windowReplaces the original invoice on the aged trial balance in the period in which the corrected invoice was createdPrior to that the original invoice appears on the aged trial balance

Credit and Rebill

You may rebill a re-billed invoice (correct a corrected invoice)If you key in the original invoice number and it has already been rebilled you will get a message alerting you to that fact

Outgoing Freight

Freight code cannot be modifiedIf the freight code is blank on the original invoice then a freight code may be addedThe freight amount can be changed Validates that a user may only add freight to a freight code where the customer is paying outgoing freight

Incoming Freight

Incoming freight may be modified as with any other item on the invoiceIf incoming freight is modified, the system will check to see if commission cost is engaged and will generate a message that the commission cost will NOT be affectedIncoming freight line may not be added if incoming freight was not on the original invoice

Affect on the General Ledger

Debit: Revenue (original invoice amount)

Debit: Accounts Receivable (new invoice amount)

Debit: Freight Revenue if applicable

Credit: AR (original invoice amount)

Credit: Revenue (new invoice amount)

Credit: Sales Tax Liability Account, if applicableCredit: Freight Revenue if applicable

AR Aged Trial Balance

Reflects the proper amount in the proper periodExample

Invoice 12345 for $40.79 is issued in period 1Invoice 12345 is corrected and Invoice 45678 is issued in period 2 for $39.15AR ATB for period 1 will reflect $40.79AR ATB for period 2 will reflect $39.15

Aging still occurs on the original invoice dateOriginal invoice number is displayed on the report

Invoice Document Modifications

New invoice number is displayedOriginal invoice number is displayedInvoice notes added to the new invoice will print if indicated for printing

Cash Receipts

Retrieve the invoice using the original or re-billed invoice numberThe original invoice number appears in the Original Invoice columnThe Find Invoice pop up contains an Original Invoice Number column

Alerts

In the Invoice Entry Alert node a Rebill Created column was addedYou can create an alert when a re-billed invoice is created

Rebill Invoice Audit Report

Track changes using this report

What Cannot be Re-billed?

Invoices in disputeInvoice that is part of a consolidated invoiceUnapproved invoicesIntercompany invoicesDeleted invoicesMemosInstallment invoiceDown payment invoice

What Cannot be Re-billed?

Zero dollar invoiceTax adjustmentInvoices that have payments applied (can reverse the payment and then rebill)Invoice with a memo referencedInvoice with terms taken or allowed amountsProgress bill invoicesManufacturers rep invoice

Rules for Specific Items

Lot bill items May not be re-billed

Service ordersOnly the parts and labor component prices may be edited

Production orders and assembliesOnly the header sales price amount may be edited

Foreign Currency

The exchange rate in effect when the original invoice is credited out will be used for the behind the scenes credit memoThe exchange rate in effect the time that new invoice is created will be used on the corrected invoice

Field Chooser

Through Field Chooser you may add the reason code and original invoice number to the following:

Invoices tab in Cash Collection Call MaintenanceInvoices tab in Generate Cash Collection CallsInvoices tab in CMI

Finance Charges

Calculated on the original invoice until it is credited and on the re-billed invoice amount afterwards

Customer Statements

Original invoice number will be added to the data stream For balance forward statements, if the original invoice was included in the previous balance, then the credit and the rebill will show as itemsIf the original was not in the balance forward, then all three will show as items

AR Drill Down by Customer, Corporate ID, or Payment

Original Invoice column displays

AR Drill Down by Invoice

Inputting the original invoice will produce an informational message alerting the user to the fact that the invoice has been re-billedDrill down shows original and re-billed information

Summary

Credit and RebillRebill Invoice Reason Code MaintenanceCredit and Rebill windowChanges to screensRebill Invoice Audit Report

For More Information…

Prophet 21 Help Files12.0 New Features GuideVisit Activant on the web: http://distribution.activant.com/

View Educational Services course offeringsBrowse DocumentationSearch the Solutions databaseSubmit a Support case

E-mail Professional Services Salespss@activant.com

New Features Suite

Version 12.0 System Admin New FeaturesVersion 12.0 Inventory New FeaturesVersion 12.0 Order Area New FeaturesVersion 12.0 Third Party New Features