Revising a Billing After It Is Sent To the Customer

If a billing needs to be corrected after it has been sent to the client, complete one of the following options.

Follow the steps in Option 1 if a draw request needs to be revised; follow the steps in Option 2 to revise an invoice.

Option 1: Revising a Draw Request

This option reverses the selected draw request and creates a credit memo.

  1. On the Site Map, click Accounts Receivable > Data Entry > Draw Request.

  2. Click the Reverse button to display Reverse Last Draw Request screen.

  3. On the Reverse Last Draw Request screen, complete the Job and Customer fields.

  4. In the Application field, enter the number of the draw request that is to be reversed.

  5. Complete the G/L date and Batch code fields and then click Preview.
    Note: Do not select the Clear current period amounts checkbox.
  6. Click Preview buttons.

  7. On the Site Map, click Accounts Receivable > Data Entry > Invoice / Credit Memo.

  8. Click Preview to review the A/R credit memo resulting from the draw reversal.

  9. Click the Update button.

  10. In the Sales Journal / Update screen, complete the Selections portion of the screen and click Preview.

  11. Review the listing for accuracy and then select Continue.

  12. On the Site Map, click Accounts Receivable > Data Entry > Draw Request and make the appropriate changes to the draw.

  13. Click the Print button. Preview the listing. Review the data for accuracy.

  14. Update the new draw request.

Option 2 - Revising an Invoice

This option reverses the incorrect invoice and creates a credit memo.

  1. On the Site Map, click Accounts Receivable > Data Entry > Invoice / Credit Memo.

  2. On the Invoice Entry screen, click the Reverse button.

  3. Complete the Customer code and Type fields.
    Tip: The Type is the type of transaction you are reversing. For example, to reverse an existing invoice, select Invoice.
  4. In the Invoice # field, enter the number of the invoice or credit memo to be reversed.

  5. The invoice’s details, including description and totals, displays at the bottom of the screen. Review the information to ensure you have selected the correct invoice to reverse, and click OK.

  6. The Reverse Invoice window automatically displays. Complete the G/L date and Batch code fields.

  7. Select the Create reverse item option and then click OK.

  8. Click the Update button. The Sales/Journal Update screen displays the invoice information that will be updated. Review the information and make any necessary changes.

  9. Click Preview and then click the OK button.

  10. The Sales JournalUpdate screen displays. Select Continue and then click OK.

  11. Once the software has performed the update, it will return you to the Invoice Memo Entry screen. Proceed to re-create the invoice using the correct billing amount.

  12. Once all of the necessary invoice information is entered into Spectrum, click OK until you return to the Site Map.