CORRECT AN INVOICE – PROCEDURE FOR TRANSFERRING INVOICES

CORRECT Button – used to change the coding of the invoice.  You can change the File Number(s) and Service Items.  The original items get revoked during this process.  If a payment has been made, then the payment also gets included in the correction entries.  In this process you cannot change the Vendor Account or Invoice Amount.

REVOKE Button – used to kill the invoice and related service items.  This reverses the invoice from the Vessel File and AP.  If there was a payment made on the invoice that payment will remain open in AP until such a time that the credit is taken back (or a refund received).

IN THE DA SCREEN CHECK TO SEE IF INVOICE HAS BEEN BILLED. USING THE SEARCH ICON SEARCH FOR THE FILE AND WHEN LOCATED CHOOSE THE PIGGYBANK ICON WHICH TAKES YOU DIRECLTY TO THE DA SCREEN. SELECT DISBURSEMENT ACCOUNT/VENDOR INVOICE TAB AS SHOWN BELOW. LOOK FOR THE “DA NUMBER”  COLUMN.

IF INVOICE IS BILLED ACCOUNTING WILL NEED TO MAKE CORRECTION BY PROCESSING A CREDIT TO THE WRONG FILE AND DEBIT TO THE CORRECT FILE. IF INVOICE HAS NOT BEEN BILLED CONTINUE BELOW.

YOU MUST FIRST BE SURE THAT THE SERVICE ITEM AND PO ARE ADDED TO THE FILE THAT YOU ARE TRANSFERRING TO. IN THIS EXAMPLE WE WANT TO TRANSFER THE BELOW INVOICE THAT IS APPEARING AS UNBILLED IN THE W FILE TO THE P FILE.

YOU WOULD FIRST GO THE AGENCY FEE/SERVICES TAB WHERE THE INVOICE IS CURRENTLY LOCATED. SELECT THE SERVICE ITEM THAT YOU WANT TO COPY BY TICKING THE BOX AS SHOWN BELOW AND THEN “COPY ITEM”

THE NEXT SCREEN APPEARS AND YOU WILL SELECT THE FILE TYPE TO COPY THE SERVICE ITEM TO. (NOTE: YOU CANNOT COPY A SERVICE ITEM TO A DIFFERENT FILE NUMBER, ONLY A DIFFERENT FILE TYPE FOR THE SAME FILE)

ONCE THE SERVICE ITEM IS COPIED TO THE OTHER FILE TYPE GENERATE YOUR PO AND YOU ARE THEN READY TO TRANSFER THE INVOICE.

SELECT THE INVOICE NUMBER (SHOWN IN BLUE BELOW) WHICH WILL TAKE YOU TO THE PQC SCREEN.

IN THE BELOW SCREEN SELECT “CORRECT”

SINCE THE SYSTEM WILL NOT ACCEPT THE SAME INVOICE NUMBER TWICE add an A” to the invoice number and complete the REMAINING fields in yellow. AT THE BOTTOM Select the PO to move the invoice to and then “Submit”. The invoice will then be transferred to the correct file.

NOTE: After adding an “A” to the invoice number, IF YOU RECEIVE AN ERROR MESSAGE that the “invoice number already exists” you should research by ENTERING THE ORIGINAL INVOICE NUMBER in the Payables Quality control screen before proceeding. If okay to proceed (i.e. invoice ending in “A” showed action “invalid”) then add a “B, C etc” instead to the invoice number IN THE CORRECTION SECREEN to continue.