Vendor Invoice Posted Incorrectly

Vendor Invoice Posted Incorrectly

Once a vendor invoice has been posted in MaxxTraxx and inventory has been updated, the invoice cannot be voided or deleted. If a mistake was made—such as selecting the wrong vendor, entering an incorrect part number, or using the wrong purchase price—the transaction must be corrected by creating a vendor credit and applying that credit to the original invoice.

This article outlines the steps required to:

  • Enter the correct vendor invoice
  • Return the incorrectly purchased part
  • Create a vendor credit
  • Apply the credit to the original invoice

Step 1: Enter the Correct Vendor Invoice

Begin by entering the purchase information again, this time using the correct vendor, part number, and pricing information.

  1. Enter the vendor invoice as you normally would.
  2. Post the invoice to inventory.
  3. Select the same payment method that was used on the original purchase.

At this point, the part has been purchased twice in inventory. The next step is to return the part associated with the incorrect invoice.

Step 2: Create a Vendor Credit for the Incorrect Purchase

  1. Click Parts > Vendor Invoices.
  2. Click Input Received Vendor Invoice.
  3. Select the vendor that was used on the incorrect invoice.
  4. Enter the cost of the part being returned as a negative amount in the Target field.
  5. Click OK.

Add the Return Line Item

  1. Click Add Line Item.
  2. Select Receive Credit for Returned Part.
  3. Locate and select the part that was originally purchased incorrectly.

In the Return Part window:

  • Verify the quantity and cost.
  • The Quantity should be a positive number.
  • The Part Cost should be a positive number.
  • Only the Target Amount should be negative.
  • Ensure Assign Item to Inventory Stock is selected.

Click OK to continue.

Post the Credit

  1. Review the vendor invoice information.
  2. Click OK.
  3. Select Update Inventory and Post to AP.

This action removes the incorrect purchase from inventory and creates a credit on the vendor's account.

Once posting is complete, close the Vendor Invoice window.

Step 3: Apply the Credit to the Original Invoice

  1. Click Vendors > Pay Bills.
  2. Highlight the vendor associated with the incorrect invoice.
  3. Double-click the vendor or click Next.

You should now see:

  • The original incorrect invoice (charge)
  • The vendor credit created from the return

Select the Charge and Credit

  1. In the Select column, select both the incorrect invoice and the credit.
  2. Verify that you are applying the credit against the original erroneous purchase.
  3. Click Next.

Complete the Payment

  1. Confirm the charge and credit offset each other, resulting in a balance of $0.00.
  2. If desired, adjust the payment date to match the original purchase date.
  3. Click Finish.

The vendor credit has now been applied to the incorrect invoice, effectively reversing the original transaction while leaving the corrected purchase on the books.

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