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17Nov

Correction and Cancelation of Posted Documents in NAV 2015

This feature is one with which we have simplification of user interface and faster work, but currently only in “Small Business role center” this feature is possibility to correct or cancel already posted sales invoices and Posted purchase invoices, but only if we have item in the lines.(Type is Item in the sales  and purchase invoice lines).

You can correct or cancel a posted sales /purchase invoices. This is useful if you make a mistake or if the customer/vendor request a changes

After a posted sales invoice has been partially or fully paid, you cannot correct or cancel it from the posted sales invoice itself. Instead you must manually create a sales credit memo to void the sale and reimburse the customer.

If you have already paid for product on the posted purchase invoice, you cannot correct or cancel it from the posted purchase invoice itself. Instead you must manually create a purchase credit memo to reverse the purchase.

In the NAV 2015 Small Business role center page posted sales invoice window, you can choose the Correct and Cancel button to perform the actions. Below we explained for each action.

Correct->The posted sales /purchase invoice is cancelled. A new sales/purchase invoice with same information is created. You can make the correction and then continue the same sales/purchase process. The new sales/purchase invoice has a different number.

Cancel-> The posted sales/purchase invoice is cancelled. A corrective sales/purchase credit memo is automatically created and posted to void the initial posted sales/purchase invoice

When you correct or cancel a posted sales/purchase invoice, the corrective sales/purchase credit memo is applied to all general ledger and inventory ledger entries that were created when the initial sales invoice was posted. This reverses the posted sales/purchases invoice in your financial records and leaves the corrective posted sales/purchase credit memo for your audit trail.

 

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The below conditions apply to both Cancel and Correct of the Posted sales/Purchase invoices.

1)Posting Allowed

When you Cancel/ Correct the Invoices, system checks the user setup window to see whether it contains a time interval indicating when posting to the company is allowed. If the User Setup window does not contain an interval, the program checks the dates in the “Allow Posting From” /”Allow Posting To” field.

2)Invoice is Corrected once

When you Cancel/Correct the Invoices, system checks the invoice has already been cancelled or not based on the “Cancelled By” field.

3)Invoice is Paid

You cannot correct /Cancel this posted sales/Purchase invoice because it is fully or partially paid. To reverse a paid sales invoice, you must manually create a sales credit memo.

4)Customer /Vendor Blocked (Sell To Customer/ Buy-from Vendor No.).

When you cancel/Correct the Invoices, system checks whether the customer/Vendor is blocked or not.

5)Customer /Vendor Blocked (Bill To Customer/ Pay-to Vendor No).

When you cancel/Correct the Invoices, system checks whether the customer /Vendor is blocked or not.

6)Customer/Vendor Dimension(Bill To Customer/ Pay-to Vendor No)

Checks the Customer/Vendor dimension values.

7)Dimension On Header

System checks combination of dimension on the invoice is blocked or not.

8)Test Sales lines

System checks Invoice line Item No field validation like (Blocked, Dimensions etc...)

9)Free AnyFreeNumberSeries

System checks whether no unused no series are available of the invoices/Credit memo’s. You must extend the range of the number series for sales invoices.

10)InvoiceIsBasedOnOrder

System checks whether the “Order No.” field is blank or not if it is blank you can cancel or correct the invoice. (Order No is Blank when you create the sales invoice).

11)TestExternalDocument

The program copies the number from the “External Document No.” field on the sales invoice.

Specifies whether it is mandatory to enter an external document number in the “External Document No.” field on a sales invoice.

System checks the above mentioned condition whether the conditions is true you can cancel the invoices otherwise system throws error message invoice required External Document No.

12)TestInventoryPostingClosed

System checks the whether the posting inventory period is closed or not. If it is closed system throws an error message “The posting inventory period already is closed”.

After posting the sales/Purchase invoices you can change the Role center page as a “Small Business Role center” as shown below.

CRONUS International Ltd./Departments/Administration/Application Setup/RoleTailored Client/User Personalization

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Below screen shot look like after changing the profile “SMALL BUSINESS” and reopen the RTC Client.

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When we want to cancel posted document, we need to press “Cancel” command from ribbon. This will create credit memo with identically data and post it document automatically as mentioned below screen shot (In the screenshot “Sales invoice No.” is 103035).

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After click the Cancel Action System asks the Confirmation click “Yes” as shown below screenshot.

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After click the “Yes”, system cancel the process and gives the confirmation message as do you want open the sales Credit Memo Page or not as shown below the screen shot.

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Click the “Yes” to open Credit Memo Page, which modifies Paid and Cancelled fields to “Yes” as shown below the screen shot.

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When we open posted document and want to correct it, we need to press “Correct” action on the ribbon. It provides us a way to correct existed posted document. But, this is not allowed and also it is not by NAV standards. As a matter of fact, system create credit memo with the same data as on posted invoice and automatically post it. In the same time, system create identically invoice to correct data. System however creates and post new document as shown below screen shot.

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Click the “Yes” to open the below mentioned Sales invoice screen shot.

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After you can correct information in the invoice. Here we need to change the Customer Name from “Selangorian Ltd.” to “The Cannon Group PLC”. So System creates new Sales invoices.

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The New Sales invoice as shown blow.

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After the posted sales invoice has been partially or fully paid, you cannot correct or cancel it from the posted sales invoice itself. Instead you must manually create a sales credit memo to void the sale and reimburse the customer.

If you have already paid for product on the posted purchase invoice, you cannot correct or cancel it from the posted purchase invoice itself. Instead you must manually create a purchase credit memo to reverse the purchase.

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If we want to create credit memo for manually posting, but with identical data on posted invoice, we need to click the “Create Corrective Credit Memo” action. System itself create credit memo as posted invoice without post it. You need to do it manually as shown below mentioned screens shot.

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If you wish to discuss regarding this blog, please feel free to drop me an email to sateesh.reddy@ecanarys.com.

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