Concepts

Tasks

Settings

Balancing an Invoice

Before an invoice can be posted, it must be balanced. To be balanced, the total invoice amount (as entered from the supplier’s invoice) must equal the sum of the line amounts, including remitted extra charges and remitted tax lines.

This table shows an out-of-balance invoice:

Line	Type	Amount	Status
1	Regular line	1,000.00
2	Regular line	1,500.00
3	Freight	300.00
4	Taxes	170.00
Line totals		2,970.00
Invoice amount		2,500.00
Difference		470.00	Out of balance

This table shows a balanced invoice:

Line	Type	Amount	Status
1	Regular line	830.00
2	Regular line	1,200.00
3	Freight	300.00
4	Taxes	170.00
Line Totals		2,500.00
Invoice amount		2,500.00
Difference		0.00	Balanced

If an invoice is out of balance and the difference is above the balancing threshold, you can take one or more of the following steps:

•	Ensure that the total invoice amount from the supplier’s invoice was entered correctly and is correct. If necessary, you can correct the total invoice amount entered on the invoice.

•	Ensure that all of the appropriate lines have been included on the invoice. If necessary, you can add any missing lines.

•	Ensure that no lines have been incorrectly included on the invoice. You can delete a line that should not be on the invoice.

•	Verify that the quantity and price are correct for each line. If necessary, you can change the quantity and/or price on an invoice line.

•	Verify that the extra charge lines are correct. If necessary, you can change the value on the extra charge line.

•	Verify that the tax lines are correct. If necessary, you can change the value on the tax line.

If the difference between the invoice amount and the line totals is less than the balancing threshold for the site, the system automatically balances the invoice. For more information, see Automatically Balancing an Invoice.

For more information on price discrepancies, see Price Differences and Tolerances.

This topic explains how to review an invoice to balance it.

To Balance an Invoice

1.	From the Site window, select the Invoicing view, Invoices tab, then the Invoices tab. By default, this tab lists all invoices by supplier.

2.	Double-click the invoice that you need to balance.

3.	Make sure that editing is enabled.

4.	On the Properties view, select the General tab, and then the Summary tab. This tab displays the status of the invoice and the difference, if any.

5.	If appropriate, you can change the entered invoice amount to match that on the supplier’s invoice.

6.	Review each line on the Worksheet or Lines view and ensure that all of the lines have been entered and that there are no extra lines.

7.	If any line does not match the supplier’s invoice, you can open the line by double-clicking it. On the Invoice Line dialog, select the Details tab. On this tab you can review the quantity being invoiced, the price, and any discounts that have been applied.

8.	If necessary, you can update the price or quantity information on the invoice line.

Note: If the value of the change to the line is outside of the site’s set tolerances, the line might need to be approved before the invoice can be posted.

9.	In the Invoice Line dialog, select the Charges and Taxes tabs. On these tabs, you can review the applicable extra charges and taxes for the line. If necessary, you can update the tax or extra charge information for the line.

Note: If the value of the change to the extra charge or tax line is outside of the site’s set tolerances, the line might need to be approved before the invoice can be posted.

10.	When you are finished, close the Invoice Line dialog.

11.	If the invoice is now balanced and no approvals are required, you can post it. For more information, see Posting an Invoice.

12.	If you have made changes to any of the lines, you might need to send lines for approval. For more information, see Sending Invoice Lines for Approval.

13.	If your organization is using invoice approvals, you might also need to send the invoice for approval. For more information, see Sending Invoices and Credit Memos for Approval.

14.	If you are not using invoice line approvals and you have price discrepancies, in order to post the invoice, you must do one of the following:

•	Update the price on the purchase order line. If the buyer agrees with the price, the price on the purchase order can be changed. The invoice line is then updated as “okay”.

•	Change the site’s price tolerances (if they are too restrictive).