Adjust the Amount the Customer Owes

Use the One-Step Invoice Entry (RE) program to adjust the amount the customer owes for items that have already been shipped and invoiced or for freight, miscellaneous charges, and/or taxes. See Background for other tasks that you can perform with this program and Road Map for work flow.

Note
This procedure assumes that you want to create a credit memo to reverse the original invoice. When you enter the adjustment, the program creates a debit memo for the new amount. After you enter this transaction, you need to run the AR Invoice Register (RR) program to process an invoice and the Invoice Print Queue (RPPM) program to print it.

Click New, enter NEW, or enter # if you want the program to assign the next available sales order number. Use the Numbering System Setup (XOC) program to set up a sales order numbering scheme.

Enter a unique identifier for the sales order you want to create. You can do this only if the Allow override? option is selected for Sales Order in Numbering System Setup.

Enter data in these fields:

Field Name	Type / Max Length	Action / Description
Customer number	Required 10 alphanumeric	Enter the customer's number or click the Lookup icon and use the standard lookup options to select the customer from a list.
Ship-to	Optional 10 alphanumeric	Leave blank unless you are shipping additional items to the customer's ship-to address.

The program prompts you to select a one-step transaction type.

Select Adjust order for the one-step order type and click Select.
Enter data in these fields:

Field Name

Type / Max Length

Action / Description

Apply to existing AR document

Required
12 alphanumeric

Enter the invoice number or click the Lookup icon to select the invoice from a list.

When you click the Lookup icon, you can:

Click	To
Select	Attach this adjustment to the selected invoice
Invoice	Display the selected invoice. See Display AR Invoices. Click OK to return to the list of invoices.
Options	Switch the display between open invoices (not paid) and all invoices.
Cancel	Exit without attaching this adjustment to an invoice.

Trn

Required
3 numeric

Accept the displayed transaction number.

Type

Required
2 alphanumeric

Accept the displayed transaction type.

The program prompts Do you want to create a reversing credit and a new debit memo attached to invoice [number]?

Click Yes to confirm, click No to change the one-step transaction type, or click Cancel to start over.

If you selected the Enter & print one-step notes? Program option, the program prompts Do you want to add header notes to the credit memo [memo number]?
(Conditional) Click Yes if you want to add notes to explain this adjustment or click No if you do not. If you click yes, see Enter Notes.

The program displays the message Memo [number] has been created to reverse [invoice number]. The memo reinstatement of the original shipment will now be created.

Click OK. The program displays these fields that show the items and quantities on this invoice:

Field Name

Displays

Line

The number assigned to this line

* indicates that this is a non-stock item

Item number

The item number ordered on this line

Description

The description of this item

Qty open

The quantity that has not yet been shipped

Selling price

The unit selling price

Sts

The status of the line:

Inv	This shipment has been invoiced
KtIn	This configured product kit has been invoiced
KtOb	A configured product kit is obligated
KtOr	A configured product kit is ordered
KtPk	A shipment has been created for a configured product kit
KtSh	A shipment has been created for a configured product kit
Obl	This item is obligated
Ord:	This item is committed but not obligated
Pck	A shipment has been created; ready to be picked
Shp	The shipment has been confirmed

Exp ship

The expected ship date

Qty shipped

The quantity that has been shipped

UOM

The sales unit of measure for this item

Open value

The value of the quantity that has not shipped: (Quantity open x Selling price) - Line discount + Total surcharges

Total value

The total value of the line: (Quantity open x Selling price) - Line discount + Total surcharges

Select the line you want to adjust and click OK. If you are want to correct shipping charges, click Exit and go to step 14.
In the Selling price field, enter the unit price (a positive amount) this customer should have been charged for this item. Enter zero if you want to create a zero balance invoice to correct the distribution of the invoice. See Enter a Sales Order Line for descriptions of the other fields.
Press F10 when you complete data entry.
Choose the appropriate options:

To	Do This
Change a field	Move to cursor to the field and make required changes.
Accept changes and keep the current screen displayed	Click Apply.
Delete this line	Click Delete. See Delete.
Exit without changing this line	Click Cancel.
Enter notes for this line	Click Notes. See Enter Notes.
Enter data in custom fields your company uses	Click User. See Enter Data in User or Shadow File Fields. This button displays only if you have set up user fields for this program in the User Fields Maintenance (XMO) program.
Go to a related program	Click Jump. See Jump.
Display previous orders for the item ordered on this line	Click View BCBI. See Display Sales by Customer by Item. Click Exit to return to this program. This button displays only if you selected the Update sales history by cust by item? option in the System Options Maintenance (XM) program (Order Processing Options).
Obligate the quantity of this item ordered on this line	Click Obligate. This button does not display for a non-stock item.
Display a graphic associated this item	Click View image. Click Close to remove the graphic from the display.
Change the taxes that apply to this line	Click Taxability. See Change Taxes.
Enter or change the customer item number that prints on sales and shipping documents	Click Cust item. Enter or change the customer item number in the Cust item no field. If you want to use this number on future orders, you need to enter it in the Customer Item Maintenance (CIX) program.
Enter, display, or change sales reps and portion of the line value used to calculate a commission	Click Comm splits. See Display or Change Sales Reps and Splits.
Display or change the surcharges for the item ordered on this line	Click Surcharges. The program prompts Correct? Click Yes to confirm or click No to change. See Enter or Change Surcharges for an Item. This button displays only if the Customer surcharges active? option in the System Options Maintenance (XM) program (Order Processing Options) is selected.
Accept the data and exit this screen	Click OK.

Choose the appropriate options when you click OK or Cancel:

To	Do This
Add another line	Click Add.
Delete the selected line	Click Delete. See Delete.
Display the selected line	Click OK.
Print the line listing	Click Print. See Print.
Display all previous orders for all items this customer purchased	Click View BCI. See Display Sales by Customer by Item. Click Exit to return to this program. This button displays only if you selected the Update sales history by cust by item? option in the System Options Maintenance (XM) program (Order Processing Options).
Display shipment detail for this order	Click Shipments. See Display the Status of a Shipment. Click Exit to return to this program.
Switch the display to include or exclude shipments	Click Hide ship.
Replace a component of an item under warranty	Click Warranty. See Replace a Component Under Warranty. This button displays if you selected the Allow selection in order entry? option in the System Options Maintenance (XM) program (Warranty Tracking Options).
Use Qic-Entry mode when you click Add to enter the next line	Click Short form. This button displays if you selected 0 for the Line entry method & fields Program option or you clicked Long form.
Use full-screen mode when you click Add to enter the next line	Click Long form. This button displays if you selected 1, 2, 3, 4, or 5 for the Line entry method & fields program option or you clicked Short form.
Change dates	Click Adj dates. See Adjust Order Line Dates. This program does not allow future dates.
Accept the data and exit lines	Click Exit.

(Optional) Click Other info, click Modify, and select a reason code for the Memo reason field. Press F10.
Choose the appropriate options when you click Exit:

Do This

Add another line

Click Add.

Delete the selected line

Click Delete. See Delete.

Exit without changing this order

Click Cancel.

Display additional fields

Click Other info.

Enter or change notes for this order

Click Notes. See Enter Notes or Change Notes.

Enter data in custom fields your company uses

Click User. See Enter Data in User or Shadow File Fields.

Note
The program displays this button only if you have set up user fields for it in the User Fields Maintenance (XMO) program.

Go to a related program

Click Jump. See Jump.

Change the ship-to or billing address for this order

Click Address and then:

Click	To
Ship-to	Change the ship-to address
Bill-to	Change the billing address
Freight	Enter a third-party billing address for freight
Copy ship-to	Copy the ship-to address to the bill-to; click Yes to confirm
Copy bill-to	Copy the bill-to address to the ship-to; click Yes to confirm
Back	Exit without changing

See Enter or Change an Address.

Note
You can change these addresses only if the Allow address changes in order entry? option is selected in the System Options Maintenance (XM) program (Order Processing Options) program.

Add another line

Click Lines.

Enter a payment or apply a deposit to this order

Click Payment and then:

Click	See
Credit card	Enter a Credit Card Payment
Deposit	Apply a Customer Deposit.
Back	Exit without entering a payment

This button is not available for a credit memo or if the debit invoice has been reversed.

Close this order (set all open quantities to zero)

Click Close order. See Close a Sales Order, Quotation, or RMA.

Select the one-step option you use most frequently

Click Prog opts. See Set Order Entry Options.

Accept the data and exit this screen

Click OK.

Click Confirm to confirm the shipment, or choose the appropriate options and then click Confirm:

To	Do This
Enter freight charges, miscellaneous charges, and a tracking number	Click Shipping info. See Enter Shipping Charges.
Change whether taxes apply to freight and miscellaneous charges for this shipment	Click Frt/Msc taxes. Enter Y if taxes apply, N if they do not, I if they are already included in the price, or E if the shipment is exempt from taxes.
Confirm the shipment	Click Confirm.
Enter a payment for an over-the-counter sale	Click Payment.
Enter freight and tracking numbers for multiple boxes so that you can print shipping labels for each box	Click Frt detail. See Enter Box Information.
Enter notes for these shipment totals	Click Notes. See Enter Notes.
Return to the order header or lines	Click Exit.

Choose the appropriate options after you click Confirm:

To	Do This
Display the selected record	Click OK.
Enter a new order	Click New.
Exit the program	Click Exit.