Deleting an invoice that was processed from Sales Order

Software: MoneyWorks accounting software

Sometime, we processed the Sales Order to Invoice, and realized that we made a mistake after we had posted the processed invoice. Although we may cancel this processed invoice (Posted), the Sales Order’s  “Ship Quantity” and “Backorder Quantity” do not revert accordingly.

How to amend the Sales Order after processed invoice was cancelled?

Scenario ONE: Short deliver

Assuming the Sales Order’s order quantity is 100 pcs and you processed an invoice with 10 pcs. After posted the invoice, you discovered that you should process 20 instead of 10 pcs.

To resolve this:

  1. Cancel your processed invoice, which had a wrongly processed quantity of 10.
  2. From Sales Order, process a new invoice (second invoice) with quantity 10. Do NOT post this invoice.
  3. Go to the Sales Invoice; amend the quantity of this invoice to 20 pcs. You may post the invoice after amendment.

Now, your Sales Order should have a ship quantity of 20 and backorder quantity of 80. Your total quantity invoiced will be 20.

Scenario TWO: Over deliver

Assuming the Sales Order’s order quantity is 100 pcs and you processed an invoice with 10 pcs. After posting the invoice, you discovered that you should process 3 pcs instead of 10 pcs.

To resolve this:

  1. Cancel your processed invoice, which had a wrongly processed quantity of 10.
  2. Go to your Sales Order; change the Order quantity from 100 to 110. In this case, the backorder quantity will be back to 100 instead of 90.
  3. Add an additional line item in your Sales Order for the item that was wrongly processed. The Order quantity for this item will be -10. Now, the total ordered quantity for this sales order will be back to 100 (110 – 10).
  4. Process your Sales Order with the correct quantity of 3.

Assuming now you need to process the remaining 97 pcs. You process your Sales Order as:

Item          Order Qty      Ship Qty        

Item 1             110                     97

Item 1             -10                       0

Leave the ship quantity 0 for the negative order quantity item. Once Sales Order’s backorder quantity is fall below zero, the Sales Order will be closed and transferred to the Sold transaction.

Alternately, you may process every item (including the negative order quantity), but don’t post the invoice during process of Sales Order.  Go back to the processed invoice and remove the additional negative quantity from the invoice.

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