Correcting a debtor invoice when overcharged

Note: The invoice cannot be fully amended, a Credit Note would be raised to deduct the overcharge.

To correct an overcharged debtor invoice, follow these steps:

1. Locate the Aged Debtor Account

• Navigate to Accounts > Company > Aged Debtors.
• Find the correct debtor account.

2. Find the Incorrect Invoice

• Within the account, go to the Transaction History – Debits section.
• Locate the invoice that has been overcharged.

3. Review the Invoice Details

• Click on Tracking to see the detailed breakdown of what makes up the invoice.
• Identify the analysis code associated with the overcharge that needs to be credited.

4. Creating the Credit Note

• Once you’ve identified the correct analysis code, click the Credit button located at the bottom right of the screen.
• The credit screen will prompt you to enter a description. It is advisable to include the invoice number and any other relevant details.
• After entering the description, click Add.
• Choose the analysis code you wish to credit.
• Optionally, add a description that will appear on the credit note.
• Enter the amount to be credited to correct the overcharge.
• Click Post to apply the credit.
  • If you need to credit additional analysis codes, click Add and repeat the process.
• Once all necessary credits have been entered, click Create Document.

5. Allocate the Credit Note

• The credit note will now appear in the Transaction History – Credits.
• Allocate the credit note to the relevant invoice by clicking Allocate.
• Select the appropriate invoice and click Save.

6. Review the Adjusted Invoice Balance

• The invoice balance will be updated to reflect the credited amount, ensuring that the overcharge has been corrected.

This procedure ensures that the overcharged amount on the debtor invoice is properly corrected using a credit note, keeping your accounts accurate.