In Design Manager, you can’t delete an invoice, because doing so can lead to accounting inaccuracies. Rather, we recommend editing or crediting. Whether crediting or editing an invoice is the right choice depends on the situation.
If there is a typo on your invoice, you should edit it. In Design Manager, we call this an invoice adjustment. You can change the item descriptions, the remarks, the item locations, the layout of the items, the posted date, and the balance due amount.
However, if updating the above information will not fix the problem, you will need to credit or reverse the invoice instead. For instance, if your customer wants to return something, you will need to credit.
We will be covering crediting and reversing invoices in a subsequent DM Tips. This DM Tips post will explain how to edit an invoice if there are typos or incorrect information.
To access the invoice adjustment window, select the desired client invoice on the Documents and Accounting Window and click the Adjust button.
The below window will appear. Depending on what changes you would like to make, you will either need to select Update Invoice Information or Adjust Invoice Amount.
How to Adjust the Invoice Amount
To adjust the money amount, select the check box for Adjust Invoice Amount. To learn how to use each field in this window, read below.
Date: This is the date that the Adjustment will be posted into the General Ledger and defaults to the current system date.
G/L Account: This field must contain the General Ledger Account Number that is used to record this Adjustment. The G/L Accounts should NOT be the Accounts Receivable Account as Design Manager will automatically adjust the Accounts Receivable Account. Instead, enter the Account Number of the Account that will be the offset to the Accounts Receivable Account. For example, if you are writing off an Invoice you might use a Write Off Expense Account.
Transaction Description: You may optionally add a description of the Adjustment in this field for future reference.
Invoice Amount: This is the total amount of the Client Invoice before any Deposits were applied.
Less Deposit: This is the Deposit amount that was applied to the Invoice.
Subtotal: The Invoice Amount less the Deposit Amount.
Prior Payment/Adjustments (Prior Paymnts / Adj.): This field shows any payments or adjustments previously recorded on the Invoice.
Balance Due: The current total balance due prior to any new adjustments.
Adjustment: Enter the amount by which you wish to adjust the Invoice. Use a minus (-) sign to indicate a negative amount and reduce the adjusted balance.
Adjusted Balance Due: This is the new total amount after this Adjustment is accepted. The Adjusted Balance Due will be automatically calculated as the Adjustment amount is entered.
Click the OK button to record the Adjustment. After entering the Adjustment, the balance due of the Invoice will be appropriately altered and the Invoice Adjustment will appear beneath the Client Invoice displaying the Adjustment Date, Amount, and Transaction Description.
How to Update the Invoice Information
The Update Invoice Information option gives you the ability to make content changes. If you would like to fix typos, update specification information, or reorder items, you will need to check the Update Invoice Information field in the Invoice Adjustments window. Read below to see how to use each field in this window.
Update descriptions to match specifications – This option allows you to reprint an invoice with any Item Description changes you may have made. You can choose to enter an Item Number to update only one Item, or leave the Item No. field blank to update ALL Item Descriptions on the Invoice.
Update arrangement and set Locations to match specifications – Allows you to update any changes made to the Layout or Item Locations.
Update Remarks – Choose the Update Remarks selection to add, edit or delete remarks.
Update Transaction Description – This option will allow you to make a change to the Transaction Description.
If you have any questions on how to adjust invoices, please ask them in the comment section below. In our next DM Tips, we will cover how to credit and reverse invoices. But if you need more information about this now, we have descriptions in our Design Manager Cloud and Design Manager Pro Cloud manuals.