If the title sounds confusing, allow me to elaborate with a recent case that I ran into. After an AR invoice (say Invoice no. 010225) was released, the customer came back with a request to put in a 10% pull back. They also asked for related invoices to reference the same invoice number with a suffix (i.e., 010225-1, 010225-2). I was inclined to use a manual numbering process to fix this issue, but it is not feasible when AR invoices are auto generated from Pro Forma Invoices within Project Accounting.
I have worked out a 3-step solution to this – these are the three steps I came up with:
1. Create a credit memo and apply it to the original invoice
2. Adjust the AR Invoice numbering scheme
3. Execute project billing process and then reset numbering scheme
The first step is to address the amount of the released invoice that cannot be changed directly. The correction is performed by issuing a credit memo and applying it to the released invoice. Simply go to the original invoice (i.e., no. 010225) and click the Reverse and Apply to Memo action for the invoice. The system automatically generates a credit memo with details similar to those of the invoice and creates a corresponding application of those amounts. You then need to release the credit memo to complete the step. Bear in mind that this step is optional if you are not starting with a released invoice.
Next, I need to adjust the AR Invoice numbering sequence to add the required mask. Go to Configuration > Common Settings > Numbering Sequences and look for ARINVOICE. It is important to find out the current state so that I can put it back in Step 3. As shown in Figure 1, this numbering ID is numeric with 6 digits and the last number is 010341.
Figure 1. ARINVOICE numbering sequence before change
To add a mask, keep the following in mind:
the same numbering mask must be applied to the Start Number, End Number, Last Number and Warning Number fields so that they are in sync.
the Numbering Step is the increment used to generate the next number and it is added to the rightmost numerical portion of the last number used.
I have laid out the value for each field below:
To reuse the original invoice no. 010225, my goal is to assign 010225-1 to the next AR Invoice. This means the Last Number need to be set to 010225-0.
The mask established is ‘010225’ and I will assign 010225-0 as Start Number, 010225-9 as End Number and 010225-8 as Warning Number.
Figure 2. ARINVOICE numbering sequence after change
Before finalizing the numbering mask, I’d recommend communicating this change to other project managers in case they are working on billing at the same time. It would be a shame if someone else beat you to the next number that you work hard to set up.
In step 3, I run project billing and process the Pro Forma Invoice. The system creates the AR Invoice when the Pro Forma Invoice is released and assigns 010225-1 to it. Last but not least, I return to Numbering Sequences and put ARINVOICE back to where it was in Step 2.
If you have any questions, please feel free to reach out to us here at CNS.
Eric.