Overview

This example will demonstrate reversing a transaction that has appeared on an invoice, creating a credit to the account in the amount of the original transaction, and cloning the original transaction. The credit will then be applied to an open invoice and the cloned transaction edited.

Reverse the Transaction

Select Quick Scan or Maintain | Transactions. Use the criteria window to find the transaction to be reversed. Click the  Edit Selected button to view the transaction details. The detail transaction window will look similar to the following.

Click the  Reverse Transaction button. A flyout window similar to the following will appear.

Click the  Save and Clone button. The reverse transaction, credit, and copy of the original ticket for editing are created. A message appears with the newly created reverse ticket number (Office-2018) and cloned ticket number (Office - 2017).

Click the X to close the messages.

The following is an example of what the Tonnage and Charge report will look like based on the reverse selections.

The report shows the original ticket, Office -2006, the cloned ticket Office - 2017, and the reversed ticket, Office - 2018.

Apply the Credit

The credit can be found by selecting Accounting | Credit Memos. Select the account, Davis Construction for our example. Click the Credits tab.

A credit in the same amount as the charge is listed. To apply the credit to an open invoice, click the Apply Payments and Credits tab.

Place a check next to the box of the credit then check the box next to the invoice the credit is to be applied to. 

Click the  Apply selected payments button to complete the process.

In this example the credit did not pay off the entire invoice. To apply a customer payment to the remaining invoice select Accounting | Receive Payments. Select the account, Davis Construction for our example.

Select the Apply Payments and Credits tab. A window similar to the following will appear.

Click the Create payment from invoice tab. Select the date the payment was received and the invoice to be paid from the list of Charges. If desired, enter a check number in the Reference field. 

Click the   Pay selected invoices button to complete the process.

To view account activity select the Activity tab.

In this example Credit Office -1 represents the process of reversing the transaction and the invoice the reverse transaction appeared on.

Credit Office -2 represents the credit applied to the open invoice, Invoice 2005.

Receipt Office-3 represents the customer payment received and applied to the remaining amount of invoice 2005.

Editing the Cloned Transaction

To edit the cloned transaction select Quick Scan or Maintain | Transactions. Use the criteria window to find the cloned transaction (Office - 2017 for our example). Click the  Edit Selected button to view the transaction details. The detail transaction window will look similar to the following.

Make the necessary corrections and click the  Save Changes button. Click the  Reprint Ticket button to reprint the ticket.

Additional Step for Interact Invoice and Interact Pro

Customers who use Interact to process invoices will need to ensure the new transaction appears on an invoice. This can be achieved by generating an invoice for the transaction date for the specific customer. In the above example the Job will be edited and changed to Job 2020001 - Interstate 94 and the Material changed to 001 - 1 - 1/2 Washed Rock.

Click the  Save Changes button.

Select Accounting | Invoicing. 

In the Setting section select (new) from the drop-down list.

In the Ticket section set the From and To date to match the date of the new ticket (Office - 2017 for our example).

It is recommended the Invoice Date reflect the current date. If the Invoice Date is back dated, finance charged may be calculated when statements are processed. 

Click the  Clear Selection button. Select the account the invoice should be created for, Chippewa Co. Hwy Dept. in our example.

The Sort Order section should use the same settings used during normal invoice processing. Click the Create Invoices button. If the Trial Draft of the invoice looks good, return to the Settings window and click the Post invoices button.