Firstly you should consider whether it is appropriate to amend a sales invoice; generally if an invoice has been issued to your customer and/or exported to your accounts system you should credit it rather than amend it.
Amending an undelivered Sales Invoice.
Etz is completely flexible and will allow invoices to be amended in a variety of ways.
How you amend it really depends on which part of the invoice you wish to change, but generally if the change relates to billing amounts or units worked you should start with the timesheet or timesheets that make up the invoice. Timesheets can be amended via the Timesheet Display or Invoice Edit options and the sales invoice will usually update automatically. This example shows how to amend an invoice from the Invoice Edit option within the Sales Invoices menu. Enter the invoice number you wish to amend. To make a change to the timesheet, select it by clicking the pencil:
Amendments can be made to the rate code lines, for example new lines can be added in or existing ones can be changed, unit amount and pay/bill amounts can also be changed. The Purchase Order detail can be amended in this way, invoice text can be added on to the end of the rate code lines too:
When you have made the necessary changes click Update to save them and you will be returned to the previous screen. The invoice should update automatically following the timesheet changes but you can also force the system to recompile the invoice from within Sales Invoice, Invoice Edit using the Recreate Document option.
If the change relates to the billing detail from the Client Entry record, make the change within Client Entry (such as address changes, etc.) then simply Recreate the invoice to instruct the system to recompile based on the changes.
Amending an sales invoice which has been delivered and is waiting to be batched.
If you have already sent out the invoice but realised the wrong information as been entered on it then it's not as simple as when you have not delivered the invoice to the client.
Firstly, you will need to find the invoice in Invoice Edit or Invoice Display and credit it.
With the Credit Bill Only option a full credit will be created for the Client Bill side only and this will create negative timesheets in the background to support those transactions, as well as create a new timesheet(s) which will appear in the Incoming Timesheet Images where the corrections can be made and the timesheet validated and processed.
If you go for the Credit Pay and Bill option the same happens, but there will be pay elements too, so a negative timesheet to represent the credit and a new positive one to make a correction with (the reason we have the two options is that most customer prefer to correct their payment manually outside of Etz, especially if the process PAYE type candidates via an external system).
When you use this option the system automatically raises a Credit Note for you, with the same ref as the original invoice but with a suffix of CRD when you view the document. This option will completely credit the full invoice with no partial credits.
Once you have credited the invoice, the credit note will be waiting in Undelivered Sales Invoices waiting to be sent to the client. Another timesheet will be generated and set automatically to Awaiting Approval which you can amend and validate. You can now create the invoice again and deliver it to the client.
Amending a sales invoice which has been batched and processed into your accounts system.
We don't have any control over items which have been processed into the accounts system, but you can re-open the batch and remove the invoice.
The invoice would have been delivered to client so you will need to follow the previous steps above titled
'Amending a sales invoice which has been delivered and is waiting to be batched'.