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Reversing an Invoice

You can create reversing invoices for posted invoices (including credit memos) that were entered in error or that have errors. The process includes reversing liabilities, PO lines, and inventory. You can also assign payment terms to reversal invoices and their replacements, if appropriate.

When the reversal invoice is created, it is posted immediately. Reversal invoices do not support APM approvals, and an invoice can only be reversed once. Reversal invoices can be include in invoice entry batches.

You can have APM create a replacement invoice by specifying so in the request for the reversal. The original invoice, its lines, taxes, extra charges, and distribution are copied to the replacement, including the original quantities and amounts. You can then complete and post the invoice as usual.

Note: If the reversal invoice cannot be posted immediately (that is, the liability values cannot be corrected), a message appears and the reversal invoice is created. You can then correct and post the reversal invoice. If a replacement invoice was requested, you can create it manually.

The topic explains how:

•	To Reverse a Posted Invoice

•	To View Reversal Information

To Reverse a Posted 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.

Tip: In the list of configurations, select “Posted invoices by supplier”.

2.	Select the posted invoice and click Reverse Invoice. The Reverse Invoice dialog appears.

Tip: You can also open the Invoice window, click the Tools menu and then Reverse Invoice.

For example:

3.	In the Reversal area, the original invoice’s invoice type is selected by default. You can change the type, but do not replace a regular invoice type with a credit type, or vice versa.

4.	Select the invoice date.

5.	If appropriate, select payment terms. If a payment discount was taken on the original invoice, it might be appropriate to take it on the reversal as well.

Note: Payment terms are also copied to replacement invoices.

6.	To create a copy of the original invoice, select Create replacement invoice and enter an invoice number.

7.	If a payment discount was taken on the original invoice, it might be appropriate to take it on the reversal as well. Select the term from the Payment term list. Payment terms are also copied to replacement invoices.

8.	Reversal invoices (and their replacements) can be processed in an invoice bath from the current site. Select the batch from the list.

9.	Click OK. One of the following occurs:

•	If reversal invoice was not assigned to a batch, it is entered and posted. If you chose to create a replacement, its Invoice window opens. You can then complete the replacement invoice as usual.

•	If the reversal invoice was assigned to a batch, it and its replacement are added to the batch. You will need to adjust the batch to ensure that it is balanced.

To View Reversal Information

1.	Open the original invoice.

2.	In the Invoice window, select the Properties view, General tab, Reversal tab to view the reversal invoice. For example:

3.	Select the History view, Status tab also displays information about the reversal. For example:

4.	Open the reversal invoice.

5.	In the Invoice window, select the Properties view, General tab, Reversal tab to view the original invoice. For example:

The table configurations on the site’s Invoicing view, Invoices tab display “Has Been Reversed” and “Is a Reversal” columns, showing check marks for individual invoices, as appropriate.