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  13. Surcharge an incorrect invoice...

Surcharge an incorrect invoice price

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This is done when you, for example, have not charged the customer enough and need to rectify the mistake.

The correction process is simplified by using an order type where Invoice is the only document to be printed and 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, Accounts Receivable and General Ledger.

The only thing you need to do is enter the price to charge and print and send a new invoice.

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

  • Manually enter a new sales order.
  • Copy the order or invoice and change the relevant information.

Note: For both options, you must use a sales 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 Sales order copy, 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 surcharge.

    Under the Copy to section enter the following information:

    Order type
    Enter the order type (i.e. an order type where Invoice is the only document to be printed and Update stock on hand is set to NO). You will receive a warning message if the order type entered is not the same as on the document from which you are copying. Click OK to ignore.
    Maintain order
    This field is set to YES by default. Keep this field set to YES denoting 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 panel containing the erroneous information and highlight the field(s). Correct the information and click OK.

  4. You access Order lines listing the lines from the original order you copied. Delete the lines you do not want to surcharge (if any). Right-click the lines you want to surcharge and select Change.
  5. On the Order line, main info panel correct the price in the Sales price field.

    6. Since you invoiced less that what the customer should have paid you must enter the difference that should be surcharged. Example: The original invoice charged 45 GBP for the line, but it should have been 60 GBP. You would enter 15 for this order line.

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

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

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