How Do I Manage or Adjust Invoices in Design Manager?
Invoice management is an essential part of maintaining accurate financial records. In Design Manager, managing invoices may involve crediting invoices for adjustments or voiding duplicate entries. This article outlines key steps to address these scenarios.
Crediting an Invoice to Adjust or "Remove" It
In Design Manager, invoices cannot be outright removed as they impact your financial records. However, you can credit an invoice to effectively reverse it. Here’s how you can do it:
Go to the Client Invoices - Existing window.
Locate and tag the invoice you wish to credit.
Select Actions in the top right corner & then choose the Credit option from the list.
Fill in the required information in the pop-up window, such as the date and fiscal month for the credit.
Select OK to generate the credit invoice, which will reverse the original invoice.
This process allows you to re-invoice with adjustments, such as updated pricing, changes in descriptions, or item names.
Voiding a Duplicate Vendor Bill Tied to a Payment
If a vendor bill is marked as paid by a check and cannot be edited or voided because it is tied to a payment, follow these steps:
Identify the Payment Details:
Note the bank account the payment was made from.
Record the payment date for reference.
Void the Payment:
Open the checkbook in Design Manager.
Locate the check using the checking account number and payment date.
Click the underlined date of the check to open it.
Choose the option to void the check. Be sure to void it in the same accounting period or month in which it originally posted.
Void the Vendor Bill:
Return to the vendor bill associated with the voided payment.
Tag the vendor bill and select Void.
By following these outlined steps, Design Manager users can efficiently handle adjustments or voiding actions for vendor invoices and bills, ensuring financial records remain accurate and up-to-date.
Voiding Offset Bills and Resetting to Open Payables
When two offset bills have been incorrectly processed, you can void them and reset them to open payables. This clears errors and ensures accurate credit/refund processing. Here's how:
Edit the Suspense Account:
Open the "Accounts Glossary."
Change the suspense account type temporarily from "Equity" to "Asset (bank/checking)."
Save these changes.
Reconcile the Suspense Account:
Navigate to the "Checkbook" and open the "Reconcile" feature.
Select the suspense account from the dropdown and set the reconcile date to when the offset payments were posted.
Void the Combined Entry:
In the reconciliation window, locate the entry showing the two bills offset together. Highlight it and click "Details" to confirm it is the combined payment.
Void the entry within the same month it was originally posted.
This process undoes the offset and returns the bills to "open payables" in the "Payments & Checks" window.
Reprocess or Void Bills as Needed: From the "Payments & Checks" window, void or reprocess the bills based on your requirements.
Restore the Suspense Account Type:
Return to "Accounts Glossary."
Change the suspense account type back to "Equity."
Save the restored settings.
By completing these steps, you can correct errors in offset bills and ensure proper credit/refund handling from the beginning.
Key Notes and Tips
Crediting an invoice results in a new credit invoice, reversing the original entry for accurate accounting.
If you only require a partial refund for some goods or services which were invoiced, please refer to the client returns and credits article.
Voiding a vendor invoice is intended for cases where an error (e.g., accidental duplication) needs correction.
Always verify the transaction details before confirming actions to avoid unintended financial adjustments.
For further assistance, consult Design Manager’s support team or in-app help documentation.