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Modifying an Existing Invoice

This Help File Page was last Modified on 09/12/2013

Modifying an Existing Invoice

This Help File Page was last Modified on 09/12/2013

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Modifying an Existing Invoice

This Help File Page was last Modified on 09/12/2013

Previous topic Next topic  
You may Modify an Existing Invoice,
The User must have the proper Security Access Rights to Modify an existing Invoice.
A general overview of how this process is presented to the User follows:
When a change is made to an Invoice that has already been saved and that Invoice Form was Closed, the User must complete the Authorize Transaction Form where (s)he will be asked to provide a reason for making the change.

 

HelpFilesInvoiceChangeApproval

 

If the User does not have the Authority to make this change, an Invalid Credentials Warning Message will be displayed.

 

HelpFilesInvoiceChangeAuthorization

 

Note: Authority to make Changes is automatically granted to a User when the Accounting Administrator? box is Checked within the Security tab of that User's Employee Form.

 

To complete the change, answer Yes and have an Accounting Administrator with that Authority approve the entry.

 

HelpFilesInvoiceChangeApprovalPW

 

When a User does not have the Authority to make this change, an authorized person (i.e., Accounting Administrator or System Administrator) must enter their User Name and Password
Click Authorize.
Click Ok to save this change.
If required, all of the the Invoice's Totals will be adjusted automatically.

 

Making Invoice Changes:
To change the Sale Date of the Invoice, use the Drop-Down Date Selection Box provided and select the desired Date.
Complete the Authorize Transaction Form as required.
The Date entered may not be in a Month that has already been Closed.
For General Ledger System Users:
If the Sale Date is changed:
oAll of the General Ledger Transactions that were posted for the Invoice and its the Detail List Items will be reversed.
oA new - matching - set of General Ledger Transactions will be created using the new Date as the Sale Date.

 

To delete a Detail line item from an Invoice:

 

HelpFilesTrashCan

Click, Drag and Drop the item into the Trash Can Icon on the Invoice Footer.
You will be asked to Confirm the deletions.
Complete the Authorize Transaction Form as required.
Click Ok to save this change.
This will automatically adjust all of the Invoice Totals.

 

To change an individual Price, Click on and modify that Price, as needed.
Complete the Authorize Transaction Form as required.
Click the Save button
This will automatically adjust all of the Invoice Totals.

 

To change an individual Quantity, Click on and modify that Quantity, as needed.
Complete the Authorize Transaction Form as required.
Click the Save button
This will automatically adjust all of the Invoice Totals.

 

To add an additional Detail Line Item:
Complete the Authorize Transaction Form as required.
Click on the last Detail Line Item of the existing Invoice
Press the Down Arrow ("â")
Enter the new sale information on the new Detail Line Item.
Click the Save button
This will automatically adjust all of the Invoice Totals.

 

Discounts - Discounting the Gross Amount of this Invoice from its total original price (whether for a Sales Promotion or some other customer compensation situation):

HelpFilesSalesDiscountIcon

To provide a Discount, after the Invoice has already been completed and saved:
Note: The Discount function - which will also require the appropriate Authorization - allows you to apply either a specific "percentage off" Value (the default), or a specific "dollar off" Amount, both of which will be calculated by the Invoice Form and inserted as a separate Detail  Line item.
Enter the desired Discount Percentage, or a Dollar Amount.
oIf this Discount is to be a specific Dollar Amount, Uncheck the % box.
Click the Discount (Scissors) Icon.
oThe Detail  Line item created for this Discount (which will have a negative quantity value) will be calculated based on the Discount Method chosen and Value/Amount entered and inserted as a new Detail  Line item.

 

HelpFilesSalesFormDiscountLineItemSalesTaxField

Click the Save ü Icon to record this Discount entry.
This will automatically adjust all of the Invoice Totals.

 

Important Information about Discounting Sales Taxes:
In some States and/or Countries, Sales Tax may not be credited as part of the Discount, but in others it is allowed.
a.If the Sales Tax cannot be credited as part of the Discount, and Sales Tax has been charged on other items, Click the Local Tax - Code column and, using the Drop-Down Selection List provided, Select "N" (No).
b.If the Sales Tax may be credited as part of the Discount, and Sales Tax has been charged on other items, Click the Local Tax - Code column and, using the Drop-Down Selection List provided, Select the appropriate Sales Tax code and rate.