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Correct the price of a sale

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The following describes how to correct the price of an invoice that has already been sent to the customer whereby the customer was charged too much for the goods sold.

The correction process is simplified by using an order type where Update stock on hand in the Sales order type table is set to NO. This ensures that no cost bookings are done for the order, nor any quantities updated in statistics. Only the sales price related information is updated in the sales statistics and Accounts Receivable.

The only thing you need to do is correct the price on the original sales order and print and send a new credit note.

To correct the price on the sales order you have the following two options:

  • Manually enter a new sales order using a sales order type for credit
  • Copy the order or invoice and change the relevant information

    Note: For both options, you must use a credit order type where Update stock on hand is set to NO.

The process of doing the second option is described below.

  1. Select the Work with sales orders menu item.
  2. On the initial panel, right-click the sales order and select Copy.
  3. On the Sales order copy panel complete the following fields:

    4. Under the Copy from database section enter the following information;

    Order number
    Enter the order number for the order you want to credit.

    Under the Copy to section enter the following information:

    Order type
    Enter the order type for a credit order.
    Use sourcing policy
    Leave this field set to NO if you want the warehouse from the source being copied to be used on the new order lines. If you change to YES, a new warehouse is retrieved according to the Sourcing policy defined for your customer. See About item sourcing during sales order entry for more information.
    Maintain order
    Keep this field set to YES meaning you want to maintain the order after the copy.

    Click OK. Note: If there is erroneous or missing information during the copy process, the system will prompt the panels with the incorrect information. Correct the information and click OK.

  4. You access Order lines displaying the lines from the original order you copied. Delete the lines you do not want to change (if any).

    5. Tip: If you want to settle the original invoice automatically by this credit note, click Header to access the order header. Enter the original invoice number in the Inv ref field. The invoice must exist in the Accounts Receivable. In addition, the remaining amount on the invoice in the Accounts Receivable must not be zero.

    Right-click the lines you want to change and select Change.

  5. On Order line, main info correct the price in the Sales price field.

    6. Since, for the purpose of this example, you invoiced more than what the customer should have paid you must enter the difference that should be discounted. Example: The original invoice charged 180 SEK for the line, but it should have been 140 SEK. You would enter 40 for this credit order line.

    Click OK and repeat this step for all lines you want to change. Exit the routine.

  6. Print the credit note for this order and send it to the customer.

    7. Note: If you entered an invoice number in the Inv ref field on the credit order header, this invoice will automatically be settled by the credit note when the credit note is transferred to the Accounts Receivable.

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