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Overview

The following corrections are supported:

  • Increase/Decrease in item quantity

  • Increase in price/amount

  • Increase in tax

  • Decrease in quantityDecrease in item price/amountDecrease

  • Change in tax

When making corrections, the increase or decrease scenario should be separated.

Increasing the quantity of a line item

To correct an invoice for an increase in quantity:

  1. View the invoice that needs to be corrected. If previous corrections were performed, view the latest correction invoice/credit memo available.

  2. Click the Create Correction button.

    Image Removed

  3. Select the Invoice as the correction type.

  4. Click the OK button. You will be directed to the new correction invoice page.

  5. Enter the additional quantity in the invoice line item.

  6. Remove the line items that do not need correction.

  7. Click the Save button.

  8. Click the Print button to see the invoice printout.

Increasing the price of a line item

To correct an invoice for an increase in price or amount:

  1. View the invoice that needs to be corrected. If previous corrections were performed, view the latest correction invoice/credit memo available.

  2. Click the Create Correction button.

  3. Select the Invoice as the correction type.

  4. Click the OK button. You will be directed to the new correction invoice page.

  5. Retain the quantity to 0.

  6. Enter the additional amount as a result of the price increase.

  7. Remove the line items that do not need correction.

  8. Click the Save button.

  9. Click the Print button to see the invoice printout.

Increasing the tax of a line item

To correct an invoice for an increase in tax rate or amount:

  1. View the invoice that needs to be corrected. If previous corrections were performed, view the latest correction invoice/credit memo available.

  2. Click the Create Correction button.

  3. Select the Invoice as the correction type.

  4. Click the OK button. You will be directed to the new correction invoice page.

  5. If you are correcting an inventory item, swap the item with a non-inventory item and select the original item under the PL Correction Original Item column. Make sure to do the same for all relevant lines. Otherwise, immediately proceed with the next steps.

Note

Please make sure that the account associated to the non-inventory item to be used for swapping corresponds to your desired G/L posting. Not selecting the proper account may cause discrepancies in your report balances.

  1. You can reverse the posting of the line you are correcting by entering quantities and amounts equal to the previous transaction line but with negative signs.

  2. Afterward, create a new line with the new tax code, rate, and/or amount. In this new line, enter the appropriate tax code and tax amount.

  3. Remove the line items that do not need correction.

  4. Click the Save button.

  5. Click the Print button to see the invoice printout.

Decreasing the quantity of an item line

To correct an invoice for the decrease in quantity:

  1. View the invoice that needs to be corrected. If previous corrections were performed, view the latest correction invoice/credit memo available.

  2. Click the Create Correction button.

    Image Removed

  3. Select the Credit Memo as the correction type.

  4. Click the OK button. You will be directed to the new correction credit memo page.

  5. Enter the quantity that needs to be reduced in the invoice line item. Note: This must be positive in the credit memo transaction.

  6. Remove the line items that do not need correction.

  7. Click the Save button.

  8. Click the Print button to see the invoice printout.

Decreasing the price of an item line

To correct an invoice for the decrease in price or amount:

  1. View the invoice that needs to be corrected. If previous corrections were performed, view the latest correction invoice/credit memo available.

  2. Click the Create Correction button.

  3. Select the Credit Memo as the correction type.

  4. Click the OK button. You will be directed to the new correction credit memo page.

  5. Retain the quantity to 0.

  6. Enter the additional amount as a result of the price decrease.

  7. Remove the line items that do not need correction.

  8. Click the Save button.

  9. Click the Print button to see the invoice printout.

Decreasing the tax of a line item

To correct an invoice for a decrease in tax rate or amount:

  1. View the invoice that needs to be corrected. If previous corrections were performed, view the latest correction invoice/credit memo available.

  2. Click the Create Correction button.

  3. Select the Credit Memo as the correction type.

  4. Click the OK button. You will be directed to the new correction credit memo page.

  5. If you are correcting an inventory item, swap the item with a non-inventory item and select the original item under the PL Correction Original Item column. Make sure to do the same for all relevant lines. Otherwise, immediately proceed with the next steps.

Note

Please make sure that the account associated to the non-inventory item to be used for swapping corresponds to your desired G/L posting. Not selecting the proper account may cause discrepancies in your report balances.

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Enter quantities and amounts equal to those in the previous transaction line to reverse the posting of the line you are correcting.

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Afterward, create a new line with the new tax code, rate, and/or amount. In this new line, enter the appropriate tax code and tax amount. All quantities, rates, and amount fields must have a negative sign.

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Remove the line items that do not need correction.

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Click the Save button.

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  • Tax Code

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Note: You cannot apply standalone credit memos to an invoice. Standalone credit memos can only be applied during payment to reduce the actual payment against the invoice, not the total amount. You must follow the established correction process to reduce the invoice amount.

Note

Note on approval processes: Any transactions generated by this feature are subject to the approval process currently in place in your system. If this is not the desired outcome, please contact your implementation or support team for further assistance in modifying your current approval process.

Correcting A Transaction From The Correct Invoices Page

  1. Navigate to Transactions > Correction Invoice > Correct Invoices.

    1. Alternatively, you may navigate to Customers > Correction Invoice > Correct Invoices.

  2. You will be redirected to the Correct Invoices page.

  3. Select the APPROVED transaction you wish to correct.

  4. Click Search.

  5. The system will refresh the page and display the Correct Invoices page with transaction details. The transaction details shown will always reflect the latest values for the line. If previous corrections were performed on the line, the details shown will include them.

  6. Enter the appropriate Correction Date. The value of this field becomes the date of the correction transaction.

  7. Review all lines associated with the invoice and mark all lines you wish to correct with a check under the Select column.

  8. Click Submit.

  9. A new page is opened showing all lines previously selected with new columns available:

    1. New Quantity

    2. New Inventory Detail

    3. New Price

    4. New Amount

    5. New Tax Code

    6. New Tax Rate

    7. New Tax Amount

  10. Enter the FINAL AND CORRECTED VALUE under each of the new columns.

  11. Optionally, enter the value for the following fields:

    1. Receiving Person - Enter the name of the person authorized to receive the invoice from the customer’s side.

    2. Reason for Correction - Enter the reason why the invoice needs correction.

    3. Comments - Enter any additional comments or information related to the corrected invoice.

  12. Click Create Correction.

  13. The system will create the correction transaction for you in the background and redirect you to the new transaction upon completion.

  14. Click the Print button to see the invoice printout.

Note: Editing and saving the correction transaction triggers an update to the JSON file referenced by the Advanced PDF Template. You may make adjustments to the transaction before printing the correction invoice to ensure that all details are correct before sending it to your customers.

Correcting A Transaction From An Invoice/Credit Memo

  1. Open the APPROVED invoice or credit memo you wish to correct in VIEW mode.

  2. Click Correct Invoice.

  3. You will be redirected to the Correct Invoices page, where transaction details are defaulted. The transaction details shown will always reflect the latest values for the line. If previous corrections were performed on the line, the details shown will include them.

  4. Enter the appropriate Correction Date. The value of this field becomes the date of the correction transaction.

  5. Review all lines associated with the invoice and mark all lines you wish to correct with a check under the Select column.

  6. Click Submit.

  7. A new page is opened showing all lines previously selected with new columns available:

    1. New Quantity

    2. New Inventory Detail

    3. New Price

    4. New Amount

    5. New Tax Code

    6. New Tax Rate

    7. New Tax Amount

  8. Enter the FINAL AND CORRECTED VALUE under each of the new columns.

  9. Optionally, enter the value for the following fields:

    1. Receiving Person - Enter the name of the person authorized to receive the invoice from the customer’s side.

    2. Reason for Correction - Enter the reason why the invoice needs correction.

    3. Comments - Enter any additional comments or information related to the corrected invoice.

  10. Click Create Correction.

  11. The system will create the correction transaction for you in the background and redirect you to the new transaction upon completion.

  12. Click the Print button to see the invoice printout.

Note: Editing and saving the correction transaction triggers an update to the JSON file referenced by the Advanced PDF Template. You may make adjustments to the transaction before printing the correction invoice to ensure that all details are correct before sending it to your customers.

Viewing Correction Invoices

All correction transactions are linked to the originating invoice or credit memo. They are displayed as a sequential list in the originating invoice or credit memo for easy access and review.

To view the sequence of correction:

  1. Open an existing invoice or correction transaction (invoice or credit memo)

  2. Go to the Staria Poland Localization tab and open the Correction Transactions sublist.

To view a list of all correction invoices in the system:

  1. Navigate to Transactions > Correction Invoice > Correction Invoices.

  2. You may click VIEW beside the correction invoice you wish to review.

Example Correction Invoice

View file
nameStaria Correction Invoice.pdf

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Send an email to support@staria.com for questions or concerns regarding this topic.