Credit Invoices
Credit Invoice Allocation to Charge Invoice
Unposting a Credit Invoice
Cash Discount Invoices
Euro Amount or Zero Percent Cash Discount
Direct Debit Invoices
Processing a Direct Debit Invoice
Direct Debit Settings for Supplier
Credit Invoices
A credit invoice is processed like a normal purchase invoice, but it includes a Credit Invoice notation and is matched to the charge invoice.
Note! With the purchase invoices interpretation and accounting assignment solution, an invoice transferred to circulation is classified as a credit invoice if the total amount of the invoice is negative.
Credit Invoice Allocation to Charge Invoice
One credit invoice can be allocated only to one approved charge invoice from the same supplier. The credit invoice to be allocated should not have been transferred to accounting or archived. If necessary, the credit invoice must be retrieved from the archive or accounting.
The charge invoice to be allocated to the credit invoice must be at least €0.01 greater than the credit invoice, as the bank cannot process zero-sum invoices in a payment batch. Note the amount of the charge invoice if multiple credit invoices are allocated to the charge invoice. The amount of the charge invoice must be greater than the total amount of the credit invoices allocated to it (up to a maximum of 8 credit invoices).
Credit invoices must be allocated to the charge invoice before creating a payment batch, in which case the allocation will automatically reduce the payable amount by the total of the credit invoices. The credit invoice must be in the same payment batch sent to the bank as the charge invoice to which it is allocated. If the credit invoice and the invoice to be allocated are of the same amount, they must be manually processed instead of allocated. You can access the manual payment instructions here.
There will be an entry for the allocation of the credit invoice in both the credit and debit invoice history records (including allocations made after archiving and transfer). If the allocation of the invoice is removed from the credit invoice, a record of this will also remain in the history records of the debit and credit invoices.
- Click on the opened invoice in the Credit to Invoice field in front of the text The invoice is a credit invoice
- Select the invoice to be allocated for the credit through the arrow button at the end of the field.
A Credit Invoice window opens, from which the invoice to be credited is selected. The listing only displays invoices from the same supplier that are in the final stage of the approval process.
- Double-click the invoice to which you want to target the corresponding credit invoice (The dialog will close automatically)
After the selection, the details of the invoice related to the credit will be visible under the The invoice is a credit invoice text.
If there are no invoices to be allocated to the supplier at the time of selection in Purchase Invoices, the corresponding window will indicate No invoices, and the invoice cannot be allocated at that time.
Close the allocation window with the Close button or by clicking the checkbox in the upper right corner of the window and choose the invoice to allocate later. Save the invoice details finally by clicking the Save and close button. After saving the credit invoice, the invoice line will display a credit invoice icon and the amount has changed to a negative value.
Credit Invoice Allocation Release
Removing the allocation of the credit invoice is done by unchecking the The invoice is a credit invoice box and then checking it again immediately. After this, you can either allocate the credit invoice to a new charge invoice or save the invoice without allocating it to any charge invoice.
Cash Discount Invoices
Payment terms must always be established first in the Settings – Payment Terms view before granting a cash discount on an invoice.
- Always enter the correct total amount of the invoice as the final sum on the cash discount invoice
- Click on the Payment Term dropdown menu and select the payment term to be used for the invoice from the list
After selecting the payment term, the amounts with cash discounts and the dates until which the discount is valid will be displayed in the Payment Term section.
- Save the invoice details finally with the Save and Close button
Note! A cash discount invoice that still has a payment term in effect will automatically provide the reduced amount for the payment batch when the payment date is selected as Discount Day.
Euro-denominated or zero percent cash discount
You can establish a zero percent cash discount in the payment terms, for example, for invoices where the discount does not apply to the total amount of the invoice. The zero percent payment term is set up in the Purchase Invoices settings (Settings – payment terms – view).
- Enter the correct amount of the invoice as the total for the cash discount invoice
- Click on the Payment Terms dropdown menu and select the 0% payment term from the list. Choosing the zero percent payment term will open a new field on the invoice where the amount of the cash discount can be directly entered.
- Write the amount of the cash discount in the new field
- Finally, save the invoice details by clicking the Save and Close button
Direct Debit Invoices
Purchase invoices can also include direct debit invoices. They are processed like regular purchase invoices, but a direct debit notation is added to them.
The direct debit marking can be selected either for individual invoices or it can also be defined in the desired supplier's supplier information (Registers – Suppliers), so that the invoices from that supplier always arrive by default as direct debit invoices. The icon for the direct debit invoice on the invoice line is an envelope with a two-headed arrow -> .
Note! Direct debits must always be processed manually, as they cannot be included in the payment batch (OR-Purchase Invoices). You can find the instructions for manual payments here.
Processing Direct Debit Invoice
- Process the purchase invoice in the usual way
- Add a Direct Debit invoice marking to the purchase invoice by clicking the checkbox at the end of the Direct Debit field on the invoice form
- Save the information using the Save and close button
- Manually process the direct debit invoice after recycling (OR-Purchase Invoices)
Direct Debit Setting for Supplier
The direct debit setting for the supplier is provided in the Registers – Suppliers view.
Read the detailed instructions in the Supplier Register guidelines here.