I need help reversing a time and material invoice which has an incorrect date. When I go to the ProForma invoice to do a correction, it is telling me “You cannot make corrections to the pro forma invoice because it has at least one time and material line”. All lines are time and material. How do I reverse this invoice, is there another way? I have looked everywhere for an answer, please help.
Best answer by Heidi Dempsey
@DeanneI think we need a case so we can look at the data. Credit memo for T&M billing does create new transactions for billing. I will contact you to discuss
Thank you for reaching out. Not sure which screenshot you would like to see. I have attached the error but I can send more information, just let me know what you need. :)
@Deanne I am assuming since this is a T&M, you are not using the AIA correct? As long as you are not, you can do a credit memo in AR to get new PM Transactions to re-bill.
Sadly, we are using the AIA report. We tried using the AR credit memo but our costs are now not available to rebill. Any other ideas? I will try anything.
@DeanneI think we need a case so we can look at the data. Credit memo for T&M billing does create new transactions for billing. I will contact you to discuss
@trungrigshop What is the issue you are having? Correct Pro Forma is only for Progress Billing invoices. T&M invoices need to be reversed in AR. Hope this helps
Because this AR invoice was created in the process of billing time & materials (upon release of the pro forma invoice), you should Reverse the AR Invoice, rather than Reverse and Apply Credit Memo. The time billed on the AR Invoice comes from project transactions generated when the time activities were released. These project transactions were picked up by the Billing Rule and the pro forma was created, then the AR Invoice.
To make your corrections, on the AR invoice, use Reverse and the system will create the related credit memo, and set the PM transactions back to billable in case you need to create a new invoice.
I noticed that if you have multiple time and material items for the same task / item / employee on your invoice, and then reverse it:
Then I reduce the quantity as I want to credit some of what I invoiced, the reversal of the project transaction, adds everything back instead of the items I changed.
Lets say I invoiced 5 of an item, then credited 3, it adds back all 5.
Seems like they cannot alter the quantity or the amount on the credit note, as it affects this.
Its been happening for a while - about a year. I think there is no way for them to reference which line it belongs to in the original proforma, so if no match, it just adds everything back on the PM reversal transaction. I did raise a ticket but no word yet, but suspect they will say its an enhancement request.
@lbarker@cshaheen26 To verify, when creating the T&M invoice, are you only crediting hours (quantity) or amounts as well? Can you be specific with steps so I can try to reproduce in Sales Demo data. Thank you.
Off the top of my head its not an issue with amounts, but if they change the quantity.
They open up invoice made via a proforma, and actions > reverse. This invoice can have say 5 lines on it for same employee, same inventory ID but different dates. they only want to partially credit 1 of the lines. They delete off the lines they dont want to credit/ or leave them all on if they want to credit all.
Lets say one of the lines had 8 hours on it. They want to credit 5, so they change the qty to 5. They hope that 3 returns to WIP, but instead all hours that was on the original invoice instead returns in full.
If they dont change the quantity its fine. I havent really tested it with values, but definitely know it happens with qty.
Below is the original details on the Invoice that prepopulate when using the "Reverse" or the "Reverse and Apply to Memo". I then delete all lines except the one 8hr line for $1,120.00.
However, upon Release of the Credit Memo, it puts back both of the lines that were related to that Task / Employee / Item. See last image.
I am seeing this same functionality in the Sales Demo environment.
@lbarker I will look into this. @cshaheen26 so if I am understanding, you are trying to reverse a portion of original invoice, not the entire amount? If that is the case you need to just do a credit memo and apply it to the regular invoice. The reverse is all or nothing for T&M invoices
@Heidi Dempsey yes, they are trying to reverse only a portion of the hours and then re-invoice. Thank you for confirming functionality is to reverse all or nothing with T&M. Might I suggest this be explicitly noted in Acumatica document or showing a warning or an error to prevent users from reversing a portion of the T&M invoice lines. Very confusing.
@Heidi Dempsey Yes, I read those notes but no where does it say that it will reverse ALL transactions associated with the same Project Task / Item / Employee. I am assuming Cost Code is also part of the links.
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