SAGE 50 invoicing and void invoices

[mp252]

Hello,

I have created invoices, and then as some of the clients are tax exempt, some of the invoices I have just gone a deleted and have read elsewhere this is not correct.

What do I have to do to rectify this?

I also have another problem as I noticed the first problem, I would just make a new invoice and send that one out to clients. However I am having problems with the old invoice that is paid. I tried to make a credit note but it does not take the value of my account, and says on the customer list that the -£200 which should not be the case.

Any ideas on how to rectify this?

thank you

[brucedenney]

It is unclear what the issue is.

If you have made an error on a VAT invoice then you should make a VAT credit note to reverse it, if you have deleted the invoice, then you should really reinstate the invoice and the post a credit, but then again you could just not worry about it.

The second part sounds like you have issued a credit note to reverse an invoice but that you have deleted the invoice already so you are left with a credit.
You could reinstate the invoice that would fix it.

[mp252]

sorry let me try to explain a bit better.

With regards to the first problem;

I have made invoices and posted them to the ledger and then sent them out.

Then some have come back saying they are tax exempt.

I then have deleted this invoice and made a new one with no tax.

But on the customer profile it is still showing the amount of the deleted invoice.

With regards to the second problem;

As I noticed this was a problem I have stopped doing this and created new invoices each time.

I had an invoice that I marked as paid from before but as I am no longer needing to use this invoice, essentially i want to cancel the invoice and remove the money of the account.

But as the invoice is already paid to the account it is showing up on the customer profile as -£200

Hope this is clearer.

Thank you

[brucedenney]

In general it is best to do 2 posts for 2 problems.

I think in the first one, you have deleted the invoice from the invoicing module but not form the audit trail.

By customer profile, I think you mean customer account or customer activity

The best way to correct this is to enter a credit not in the invoicing module and update it to the audit trail and then match one against the other, this will reverse out the VAT.

----
The second problem:

You marked it as paid from before but you had not actually been paid before?

[mp252]

Duly noted about the putting problems into multiple posts. Will make sure next time it won't happen again.

First problem:

Do I just create the credit note from the batch credit section?

Also how do I update it to the audit trail?

Bearing in mind I have already created another invoice and posted it without tax.

Second problem:

I have marked it as paid, except I want to remove that payment altogether, if this is possible?

Thanks again, you have been very helpful

[brucedenney]

First problem:

If you do a batch entry then you are entering it in the Audit trail only
If you do it as a credit note in the invoicing module, then you will need to update it to ledgers .

Second problem:

So it was paid and the payment later bounced ?

[mp252]

First problem:

When I am in the invoice module, there is no option to create a Credit note, so am not sure how to do that?

Second Problem:

No the payment did not bounce. I first made an invoice which was in pounds sterling and then got told to mark it as paid.

However the client came back and said they needed the invoice in USD so I just created a new invoice in USD.

But the old invoice is paid to the account, so am wandering if there is a way to reverse this from the account?

Thanks

[brucedenney]

First problem: a credit note is an invoice but with the type selected to be a credit note rather than an invoice go an create an invoice an look on the screen for the box, by default it will say invoice but in the drop down you can select credit note.

Second problem:

If it hadn't been paid then why receive payment against it? Whomever told you to just mark it as paid should tell you how to fix this then because they have caused the issue.

So you raised an invoice in error
You received payment for the invoice in error
You issued a credit note or deleted the invoice to correct the invoice error
You now want to reverse out the customer receipt transaction error.

there are a couple of ways to do this.

I suggest you:-

Note the transaction number.
Go to File>Maintenance>Error Corrections
find the transaction and delete it.


(If you raised the invoice again in USD then I assume it is on a separate account for this customer where the currency is set to USD.)