You can undo the invoicing of a PO line. You undo an invoice with the Undo button in the Statement window. This task lets you undo regular invoices, supplemental invoices, and credit memos.
Purposes
• | The line was invoiced by mistake. (For example, this can easily occur when multiple lines are highlighted for invoicing.) |
• | An incorrect invoice amount was entered for the line. After you undo the invoice, re-invoice the item and enter the correct amount. |
• | The user wanted to enter an internal note but forgot to enter it when invoicing the line. After you undo the invoice, re-invoice the item and enter the internal note. |
Constraints
• | You must undo statement approval before you undo a statement line, if the statement has been approved. |
(For more information, see Undoing an Approval for a Statement.)
• | You cannot undo an invoice if a voucher has been printed for the PO line. To undo the invoice, you must first void the voucher. After you undo the invoice and reprint it, reprint the voucher so it reflects the changes you make. |
• | Currently, Horizon does not give you the option of undoing the invoicing for individual quantities on a line. Undoing the invoicing for a line undoes the invoicing for all quantities. To get around this, you can undo the invoicing for the line and then re-invoice the quantities you want to remain invoiced. |
Notes
If you cancel a PO line that has been invoiced, you do not need to undo the invoice. Simply print a cancellation notice for the purchase order and send it to the vendor to receive a refund.
Effects
Undoing an invoice:
• | Removes the Invoice date from the PO Line Item Detail window and adds an “Invoice – Undone” activity in the PO Line Item Detail window. (The original invoice activity is still shown in the PO Line Item History window.) |
• | Removes the invoice quantity from the “Qty” column in the Statement window. |
• | Does not unexpend and re-encumber the budget on the PO line. This happens when you first undo the statement approval. (For more information, see Undoing an Approval for a Statement.) |
• | Does not affect bib or item records created automatically (if any), including the status assigned to the item records. |
To undo a statement line
1 | Open the statement that contains the lines you want to undo. |
2 | Highlight the item whose invoicing you want to undo. |
3 | Click Undo. |
Horizon prompts you to confirm the action.
4 | Click OK. |
Horizon undoes the invoicing for the line and removes the quantity in the Qty column.
Note: If you choose to undo multiple PO lines and there are any reasons why some lines cannot be undone, Horizon displays a message. The message explains why some lines cannot be undone and shows which lines the message applies to. (Realize, however, that there are four reasons why lines cannot be undone and there may be other lines that cannot be undone.) You can then clear the condition preventing the lines being undone and undo the lines again. If there are other lines that cannot be undone for a different reason than the first, then Horizon displays a different message and shows which lines the message applies to. (For more information on the error messages that Horizon may display while undoing statement lines, see Error Messages.)
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