Reversing invoice

This page allows you to reverse an invoice. You can reverse an invoice that is in the “Authorized” or “Held” status. You can enter the reason due to which the invoice has been reversed. You can also record your observations or comments regarding the reversal of the invoice. The system updates the status of the invoice as “Reversed”. The system also generates a reversal document for the invoice. The system also stores the login ID of the user and the system date along with the invoice details.

Select the “Reverse Invoice” link that has been provided in the “Select Invoice” page.

The “Reverse Invoice” page appears.

The system displays the following:

Status	The status of the invoice. It could be “Authorized” or “Held”.
	Authorized – indicates that the invoice has been authorized.
	Held – indicates that the invoice has been put on hold. An invoice in this status will not be posted in the finance book.

Enter the following fields:

Reversal Doc. No.

The number identifying the reversal document (Alphanumeric, 18). This number is generated and displayed by the system, when the “Reverse Invoice” pushbutton is clicked. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Numbering Class” business component.

Note: This field must not be left blank if “Manual” is selected in the “Numbering Type” field.

Reversal Date

The date on which the reversal document was created (Date Format). Mandatory. The date entered in this field must be before the system date and after the date on which the invoice was last modified.

The system displays the following:

Finance Book

The code identifying the finance book in which the postings have been made.

Enter the following field:

Numbering Type

Use the drop-down list box to select the numbering type for the login organization unit and the “Reverse Item Invoice” or “Reverse Expense Invoice” transaction type. The numbering types must have already been defined in the “Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Numbering Class” business component.

The system displays the following:

Invoice No.	The number identifying the invoice.
Invoice Date	The date on which the invoice was raised.
Invoice Category	The category to which the invoice belongs. It could be “Item” or “Expense”.
Total Invoice Amount	The total invoice amount.
Currency	The code identifying the currency in which the invoice has been raised.
Supplier Registered At	The code identifying the organization unit in which the supplier has been created.
Supplier Code	The code identifying the supplier.
Supplier Name	The name of the supplier.
	Zoom facility available
Pay To Supplier Code	The code identifying the supplier to whom the payment is made.
Pay To Supplier Name	The name of the supplier to whom the payment is made.

Enter the following fields:

Reason Code	Use the drop-down list box to select the code identifying the reason for reversing the invoice. The reason codes that have been defined for the supplier direct invoice in the “Reason Definition” business component and must be in an “Active” status.
Remarks For Reversal	Any observations or comments regarding the need to reverse the invoice (Alphanumeric, 255).
	Zoom facility available

Note: You can reverse an invoice that is in the “Authorized” or “Held” status.

The system displays the following in the "Project Information” group box:

Project OU	The Organization Unit in which the Project Code has been created
Project /Sub-Project Code	The code Identifying the Project /Sub-project to which the transaction is associated.
Project /Sub-Project Description	The description of the project / sub-project.

Click the “Reverse Invoice” pushbutton to reverse the invoice.

The system generates a unique number for the reversal document if you have opted for the automatic numbering type. The system saves the reason along with the invoice details.

Status Updation

The system updates the status of the invoice as “Reversed”.

Account Postings

The system reverses all the account postings that had been made in the finance after the invoice was authorized.

The system updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.

The system displays the following:

Created By The login ID of the user who created the invoice.

Created Date The date on which the invoice was created.

Last Modified By	The login ID of the user who last modified the invoice.
Last Modified Date	The date on which the invoice was last modified.

To proceed, carry out the following

Select the “View Item Invoice” link at the bottom of the page to view the details of the item invoice.

Select the “View Expense Invoice” link at the bottom of the page to view the details of the expense invoice.

Select the “Invoice Summary” link at the bottom of the page to view the summary of the invoice.

Select the “Accounting Information” link at the bottom of the page to view the account posting information.

Select the “Attach Notes” link at the bottom of the page to record notes regarding the reversal.