Invoice posted to the wrong vendor

Invoice posted to the wrong vendor

Once a vendor invoice is posted to AP, it cannot be voided. If the invoice was posted to the wrong vendor the charges will have to be reversed by issuing a return credit to the vendor. 

The first step is to enter the original invoice and assign it to the correct vendor. If you do NOT have a copy of the original invoice, see below under "Locating the original invoice". 
Once you create a new vendor invoice in MaxxTraxx, make a note of it so you don't issue a credit against that invoice. Once the correct invoice is in the system, a credit can be issued against the incorrect one. 

You must have the quantity in stock to issue a credit, that's the reason why you should enter the original invoice entered correctly first.

LOCATING THE ORIGINAL INVOICE

You can skip the next three screenshots if you have the original invoice in front of you. 

Click on the "Parts" dropdown, then the "Vendor Invoices" box.





In the Vendor Invoices window make sure the "View closed and Posted Vendor Invoices" button is checked. From there, search or browse for the invoice you want to credit. Highlight the invoice then double-click on it or click the "Edit" box. 





Now that you can see the invoice, note the parts to return, print the invoice, or take a screenshot of it. 





ISSUING A RETURN


Go back to the Vendor Invoices window. Click on "Input Vendor Invoice".





Select the vendor of the original invoice (the vendor receiving the credit) from the list. A window will open asking for the Vendor Invoice Target Amount. Since this is a credit, enter the dollar amount of the previous invoice as a negative amount (in this case it would be -31.18) and click "Save". 





In  the Vendor Invoice window, click the "Add Line Item" box then "Receive Credit for Returned Part".




Enter the parts to return just like a purchase invoice. The system will automatically configure the quantity and price as negatives. 
When you have finished entering parts, verify the credit amount, target amount, and original invoice all have the same dollar amount (negative amount on the credit invoice).
Enter the original invoice number. A warning window will popup indicating it is a duplicate vendor invoice number. Click "Yes" to accept the number, then "Ok/Save".
You can save the invoice to be posted later, or post it to AP at this time. 

You can enter the invoice number with a prefix or suffix, such as RET3659874 or 3659874A if desired. Just make sure it can be referenced back to the original invoice.  






Once posted to AP, the invoice and credit will still show up as a bill to be paid. To reconcile these charges, click on the "Vendors" dropdown then the "Pay Bills" box. 





When the Bill Payment Wizard opens find the vendor with the invoice & credit, highlight that line, and click "Next".




Select (tag) the original invoice and the credit for payment. The net amount should be zero; if it is not recheck your previous work. Click "Next" to continue. 





You will now be at the payment window. Since there is no amount to pay, the Payment Method dropdown will be grayed out. Just click the "Finish" box to complete the transaction. 




The original invoice has now been "paid" and the inventory has been adjusted.

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