Credit a Booked Production Invoice

Use this activity to credit a booked production invoice.

Note that a credit note cannot itself be credited.

This activity can only be performed on a production invoice that has an Invoice Status of Booked.

This process creates a new invoice with an invoice type of Credit Note and links the original production and credit note invoices to each other. Amounts in the credit note are the reverse of line items, surcharges, rebates, discounts and taxes from the related production invoice.

The option to have the credit note invoice having an immediate Invoice Status of Released or Booked is determined by the laboratory's Auto-Book Credit Notes check box, but can be set at the time that the invoice is credited. At the time of raising a credit note for a booked invoice, if the company's financial system does not have any record of the credit, then the credit note can be given an Invoice Status of Released. This then allows the credit note to proceed through to having an Invoice Status of Authorised, Transmitted and Booked/Rejected. However, if the company's financial system already has a record of the credit and they have notified the laboratory that they need to do a credit on their system, then the credit note can be given an Invoice Status of Booked as it has already been booked into the company's financial system, so does not need to proceed through to Authorised, Transmitted and Booked.

Activity Steps

  1. Access the CCINV—Invoice application from the main menu or quick launch to display the CCINV—Search Invoice screen.
  2. Select Display Currency as the invoice or laboratory currency.
  3. Select Sort Order on to pre-set the order of the records in the grid.
  4. Enter the Biofield Code search criteria. Note that biofields are filtered by those with org-scope that have either no line of business defined, or a line of business matching one of the laboratory's lines of business, or by those with lab-scope.
  5. Enter other relevant search criteria and click Search. (All codes, enumerations and Job Name fields are case-sensitive for searching.)

    Invoices that match the criteria display in the grid, and show the relevant job invoice for single-job invoices, and the primary job invoice for merged invoices.

    Only production, internal and proposal jobs can be searched. Laboratory batch, template, schedule and draft jobs cannot be searched.

    Depending upon the selected Display Currency, the various invoice amounts are either displayed in the invoice's Currency as they appear in the invoice, or are converted to the laboratory's Currency and displayed. Exchange rates, as configured in the MSECUR—Currency application are applied, such that, if the invoice's Invoice Status is Authorised, the exchange rate with a date window that matches the invoice's Authorised Date is used, otherwise if the invoice's Invoice Status is anything else, the latest exchange rate is used.

  6. Double-click the required production invoice to display the CCINV—Invoice Detail screen.
  7. Click Credit to display the Credit dialog box.
  8. To email the credit note documents, check Email, enter Email To and an optional Email CC.

    Email To defaults to the email address of the contact code on the invoice.

  9. To print the credit note documents, check Print, enter Printer and Number of Copies.

    If the INVOICE_DEFAULT_DEVICE application preference is defined and contains a Device Code, and no default device is attached to the report template in use, when entering distribution details for an invoice or credit note, then the printer defaults to this device.

  10. To create the credit note with an Invoice Status of Released, uncheck Mark Credit Note as Booked.
  11. To create the credit note with an Invoice Status of Booked, check Mark Credit Note as Booked.
  12. Click OK.

    The production invoice's Invoice Status is set to Credited.

    A credit note that is identical to the booked production invoice is created, except that the Unit Price and Total amounts in the credit note are the reverse of line items, surcharges, rebates, discounts and taxes from the production invoice.

    If the laboratory's Auto-Book Credit Notes check box is not checked and the Mark Credit Note as Booked check box is cleared on the dialog box, when a credit note is created, then its Invoice Status is set to Released.

    The credit note document is generated using the laboratory's Credit Note Template.

Credit Note Numbering upon Release

When a credit invoice is created, if a syntax with the Syntax Code of CREDIT_SYNTAX_CODE exists, then the syntax is used to generate the credit note's invoice number. If this syntax does not exist then the credit note's invoice number is determined using the laboratory's Credit Note Pattern and Credit Note Last Used Number. This ensures that credit notes contain no gaps in their numbering, given that, after creation, a credit note cannot be cancelled nor deleted.

The credit note displays the number of the production invoice in Linked Invoice Number, and the production invoice displays the credit note in the Linked Invoice Number field.

Conditions for Distributing Credit Notes

The credit note documents are distributed, as required.

If a syntax exists that is in scope and has a Syntax Type of Report Request and a Syntax Code of EMAIL_SUBJECT_TEXT preference, when entering distribution details for a report, then the email subject body contains the text generated by the syntax. Note that this syntax should evaluate only to a single-line subject.

If a syntax exists that is in scope and has a Syntax Type of Report Request and a Syntax Code of EMAIL_MESSAGE_TEXT preference, when entering distribution details for a report, then the email message body contains the text generated by the syntax.

If the EMAIL_BCC application preference is defined and contains a valid email address, when the generated reports are emailed, then the BCC email address is set to this email address.

If the EMAIL_ZIP_ATTACHMENTS application preference is defined and selected, when the generated reports are emailed, then one zip file containing all of the generated reports is emailed as an attachment to the email. If the EMAIL_ZIP_ATTACHMENTS application preference is not defined, or is defined and cleared, when the generated reports are emailed, then multiple attachments are added to the email/s.