This chapter describes the process of creating correction invoices. The flowchart illustrates the steps in this process and the matching functionality in Exact Sales.

After printing the final copies of the invoices, the details of the invoices can no longer be changed. When any details of the invoice has to be changed, you have to enter a correction invoice, which can be an additional invoice or a credit invoice. It is also possible to print a copy of an invoice for the customer who has lost the original invoice.

Credit invoices or credit notes can be created in [Sales: Processes, Sales invoices, Create credit notes] if a customer has received an invoice with an incorrect amount or when the customer is charged more than he should have been. Credit invoices can be sent in the following situations:

• When an invoice contains incorrect quantities or amounts.
   
• When the prices on the invoice are incorrect because price lists are not taken into account.
   
• When a customer returns goods for which an invoice was already sent.
   
• When a customer refuses to pay for defect items or incomplete services.

A credit invoice must be sent because the original invoice is no longer applicable.

After creating the credit invoice, you should check it in the same way as you check your invoices. It is essential that prices, amounts and items are correct on the credit invoice. When a credit invoice is sent because a mistake has been made, the debtor control department should be involved. This department should check whether the invoice is correct to prevent further problems. After the credit invoice has been checked, the credit invoice can be printed and sent.

In a different scenario whereby the original invoice is returned, you can enter a new invoice for the credit invoice that will be sent for the remaining amount. When only a part of the goods delivered is returned, you will have to send an invoice for the remaining goods.

Additional invoices

Sometimes mistakes are only discovered when an invoice has already been sent to a debtor. For example, a debtor may have been charged for a higher or lower amount than he should have been caused by an item being left out on the invoice. When an invoice has been sent for a lower amount, you can create and send an additional invoice in [Sales: Processes, Sales invoices, Sales invoice entry]. This is done in the same way as entering a normal invoice.

After the entry of an additional invoice, you should check the invoice in the same way as you check normal invoices. The person or department involved should check the additional invoice to prevent further problems. After the additional invoice has been checked, the invoice can be printed and sent.