Introduction
This article will explain how the company reverse invoice works for corporate clients. You will learn how to create reverse company invoice, edit and delete it. You will also get to know how to add a new position in a newly created reverse company invoice, either from a transaction, or from a receipt, and print the invoice.
- This article will be helpful to PG Champion, Administrator, Club Manager, Finance and Accounting and Club Owner.
In Hints, you will get a quick instructions on how to pay for the invoice and use Mark as paid for company invoice / reverse company invoice option.
Before you start
To access the feature creating a company reverse invoice you will need to have an access to the following system permissions:
- Basic permissions - they are the same as for creating company invoice. For more information go to this article.
- Create reverse company invoice - required for creating a new correction for company invoice
Feature Description
To access the company reverse invoice feature, go to PGM->Finances->Company Invoices.
This will open section responsible for displaying list of company invoices or corrections of company invoices.
Screen above displays selected areas responsible for creating a new company reverse invoice.
- There is a possibility to create a new correction(s) using button - Create reverse company invoice. [multiple invoices]
Remember - select invoices to be processed before you will push the button called - Create reverse company invoice
- There is a possibility to create a company credit note from the existing company invoice [only one invoice].
If the number of the invoice is ABC/123/22072022/MIK, the credit note will go under the number ABC/78932/2207202/MIKK. However, keep in mind that numbering is dependent on the setup in the new Settings tab in PGM. There are two fields in the Invoice configuration section - documentSeries for corporate and regular invoices you can use to customize the invoice numbering template.
There is a possibility to create many credit notes from selected invoices.
Selected invoices with existing credit notes will be shown on the information modal that are not able to be created for current invoice. Only one credit note for invoice. There is a possibility to create credit note for existing credit note (but not for the parent invoice).
Instruction
How to create a new reverse company invoice?
- Select invoice(s) to be processed and click on the button named - Create reverse company invoice.
Process for creating reverse company corrections will be started. After a while you will see new created list of correction located on the top of grid.
How to edit created reverse company invoice?
Editing reverse company invoice is possible directly from the url or by clicking on edit icon from the list of invoices on the grid - company invoices.
How to delete existing reverse company invoice?
Deleting of reverse company invoice is possible by clicking on delete icon located on the right side of the grid.
How to prepare reverse company invoice?
- Create and open / Edit reverse company invoice.
- Most of data should be set from previous company invoice but there is possibility that existing buyer does not have defined Taxt Identyfication Number.
Since R86 version PGM supports validation for saving Buyer without Tax Identification Number which is configurable via BO setting:
CompanyInvoice.Buyer.TaxIdentificationNumber.IsRequired
Setting supports only Company Invoice/Company Credit if set TRUE
When CompanyInvoice.Buyer.TaxIdentificationNumber.IsRequired = TRUE then PGM validates Tax Identification Number field as a mandatory field.
What you need to do is complete this field/ set as not empty.
- Chose specific buyer
-
Collect other required fields.
Fields description:
- Seller information - This is generated from the Club Selection.
- Invoice Date – Date of the invoice, default is date of creation
- Sell Date – When the sale date of the invoice is.
- Pay Deadline – When the client has to pay for invoice.
- Location – Location of club (this will change based on selection of club.
- Club – Club which is generating invoice.
- Shipping Type – Select how the invoice will be sent to customer.
How to add a new position in a newly created reverse company invoice?
Making a reverse company invoice provides you 3 types of adding positions.
- Add position - which means that you can add new position manually.
- Add position from transaction - add position from created before transactions.
- Add from receipt - from receipt
How to add position?
- Click on Add position
- Complete data and save new position clicking by save button.
- See results - after corrections section.
How to add position from transaction?
- Click on - Add position from transaction
- You will see new window that you are able to find out specific user that have some transactions assigned. When found user has processed transactions than select at least one and click insert.
- result - added position from transaction
How to add position from receipt?
Click on button - add position from receipt.
- You will see new window with filtering options that able you to add new transactions. From transaction section select Club -> Post Station and chose Event Date, optionally you can type the receipt field.
Search using a Receipt number which was generated on POSWeb or Client Portal.
You will need the receipt number prior to creating this invoice
- Click on Search button to list of filtered transactions.
- Transaction can be added when the validation process passed successfully otherwise PGM displays validation errors.
How to download reverse company invoice?
Printing is possible from the main grid and when the reverse company invoice is opened as edit mode.
Press O, K or D icon in the right section of the invoice. This operation will save document as PDF file.
O – Print Original
K – Print Copy
D – Print Duplicate
Hints
How to pay for the invoice?
- Add required transaction, and type amount for specific type of payment (see image below) in example you can pay cash than remaining cost should be 0.00 (when invoice is fully paid).
- Click Save and insert new reverse company invoice.
How to use Mark as paid for company invoice / reverse company invoice?
Currently, setting up invoice as mark as paid is possible only for company invoice. Reverse company invoices cannot be marked as paid from the main grid. When you check at least one of the reverse company invoices, the PGM will display the information that this operation cannot be done for selected reverse company invoices.
If the company invoice has been marked as paid then the "after correction" positions should be added through the "Add position" button instead of "Add position from the transaction" if related contract transactions have not been edited and adjusted to the correct values.
How to change of payment deadline in credit note?
Since of R86 PGM provides possibility to setting up BY DEFAULT payment deadline for company credit notes. It means that when you create a new credit note from existing company invoice (see below) then the PGM by default will set shifted payment deadline with shifted value that has set up previously.
Information about shifting payment deadline is defined in setting.
Setting name:
CorpoInvoiceGeneratorTask.PaymentDeadlineShiftInDays
Important:
- Default value = 14 (days)
- Min value of shifted days = 0
- Maximum value of shifted days = 100
Example:
- Company Invoice has defined with created invoice date: 01.01.2022
- Setting: CorpoInvoiceGeneratorTask.PaymentDeadlineShiftInDays: 14
- Payment deadline date for new created Credit Note from Company Invoice should be set to: 15.01.2022