We are using Receivables 8.1A (070920). We are having an issue with our customers accounts. When we issue a credit in Order Entry V8.1B (080421), we go to Credit Note/New and enter the Invoice number of the Invoice we are crediting. This works very well and even warns us when we have previously entered credits against the same invoice. It also helps ensure we only credit items and pricing that the customer has previously been invoiced for. We mail these credits to our customers.

The problem is that in Receivables, these Credits are applied directly to the original Invoice. Our customers tend to pay the "Outstanding Amount" on the original Invoice. Then they deduct the CN from their next payment as well. The don't realize that they are taking the credit twice. We are continually trying to resolve these situations. It is especially difficult and very time consuming on larger accounts accounts that have multiple credits and a lot of Invoice/Credit activity.

To get around this, we used to issue every Credit to a non-existant Invoice #1. The CN will then show up separately (unapplied) on the customers statement and overdue receivables report. The customers don't tend to take the Credit's twice when use this method. However, there are great benefits and safeguards of using the Original Invoice number: (1. We only credit what the customer has been invoiced, 2. We credit the same price paid, 3. We're warned if there's already been a credit on this invoice).

Does anyone know if there is a way to continue to apply the Credits directly to the Invoices in OE, but have them unapplied in Receivables?

Is there a way to "unapply" amounts in Receivables???

Hi Susan

The way I know, and I think this is the only way, is to blank out the original invoice number in the AR invoice batch transaction that is created once you perform OE day end, but before you post the AR invoice batch. It's very easy to do, you just have to remember.

Steve

Sounds like a great idea! I'll try it out this week. If it works like I'm hoping it will, we'll add this step to our day end procedure. Thanks Steve.

Is this a common procedural issue? Is It worth adding YACPO (yet Another Company Profile Option)?

Hi Andrew

The solution is not YACPO. The solution is to ungrey the Invoice field at the bottom left of the Header tab when entering a credit note in OE, so that it can be overridden or blanked out. I can't think of any reason why it is protected.

I'm assuming this is the field that passes through to AR. If it isn't, it should be.

Steve

This is working great! Instead of blanking out the Invoice in the Invoice Batch that comes from OE, I've been adding "RE:IN#" in front of the number. So much better for us and our customers!! It is however extra work at day end and in some cases we would like to leave it to apply directly like in the case where we Invoice something accidentally and immediately follow up with a Credit against the full invoice. If while we were issuing the Credit we had the option to choose (or edit the Invoice field as Steve says) it would be a excellent solution. Then we could decide to apply or not to apply at the time of the CN while the reason for the credit is still fresh in our minds. The current solution requires someone go through all of the days credits again at the end of each day and decide which ones to unapply.