Finance Only Price Discrepancies

Manage finance-only handling of price discrepancies and approvals on transactions.

Use Bevica you are able to create ad hoc financial sales invoices and credit memos for price discrepancies if you have charged the customer too much or too little.

This article goes through the process of creating and completing a financial sales invoice and sales credit memo for price differences. The process is the same for invoices (increasing the price charged to a customer), or credits (crediting for overcharging).

Prerequisites

Working knowledge of Bevica and Sales Ledger.

Creating a Sales Credit Memo - Crediting an Overcharged Price

Sales Credit Memos are typically created from the Sales Credit Memo list or an existing Sales Credit Memo, but can be created from the Customer Card/List and some Role Centres.

Unless created from the Customer Card where the Customer No. is selected automatically, clicking New will present you with a blank Sales Credit Memo page. The cursor rests on the Customer No. field, then select the customer by either typing its name or using the lookup and searching. Once found, the sales credit memo is given its unique number and Bevica populates the credit memo with default information from the Customer card; e.g. Payment Terms, Due Date, Salesperson Code, Currency Code.

Any information can be changed if necessary.

The following date fields can be used to help manage the sales credit memo process:

Field Name	Field Purpose	Note
Posting Date	Defaults to today's date when the credit memo is created.
Document Date	Defaults to today's date when the credit memo is created.	Is used to calculate the 'Due Date'.
Due Date	Is calculated using the 'Document Date' date and 'Payment Terms Code'.

Other useful Sales Credit Memo fields:

Field Name	Field Purpose	Note
Posting Description	Defaults to the document type and number e.g. Credit Memo SC00001.	If you are unable to see this field then personalise your page to bring it on. The text in this field is copied to the Posted Sales Credit Memos, Customer Ledger Entry and G/L Entry 'Description' fields.
External Document No.	Use this field to record your Customers reference number if applicable.
Sales Document Type	A list you can define to help filtering and reporting on sales documents.	The field is copied to posted documents.
Work Description	Is populated from 'Sales' comments on the Customer and Ship-to records.	This text appears on the Sales Order, Sales Credit Memo, Sales Invoice, Posted Sales Invoice and Posted Sales Credit Memo documents.

Adding Sales Credit Memo Lines

Sales credit memos lines can be created manually by selecting the 'Type' of line you want to create. There are two options for creating sales credit memo lines for price discrepancies.

1. Select the Type as Charge (Item) and select S-PRICE or the relevant item charge in the No. column. This will credit the customer and also amend the Sales value on the item ledger entries. Before you post the credit memo you need to apply the charge to the relevant item sold. See Applying the Item Charge section below.
2. Select the Type as G/L Account and select the relevant GL account in the No. columns. This will credit the customer and post the amount to the GL account. It will not affect item ledger entries.

Enter a Quantity and a Unit Price. Optionally enter a Line Discount % if applicable.

If you receive one of the following errors when trying to enter a GL Account onto the Sales Credit Memo Line:

Gen. Prod. Posting Group must have a value in Sales Line: Document Type....

OR

VAT Prod. Posting Group must have a value in Sales Line: Document Type...

You need to go to the GL Account you are trying to add onto the line and add values into the following fields on the Posting FastTab:

• VAT Prod Posting Group - enter an appropriate value depending on whether VAT will usually be charged, for example, this will be STANDARD if VAT would normally be charged. The VAT Prod. Posting Group can be amended on the Sales Invoice Line.
• Gen. Prod Posting Group - enter SUNDRY.

Once the values have been added, try adding the GL Account again and the error should no longer appear.

Applying the Item Charge

If you are using option 1 and entering an item charge line onto the sales credit memo, you need to apply this to the item you have sold so that the correct item ledger entry is updated with the new sales price. To do this:

1

Step 1

Put your cursor on the item charge line, in the Lines section select Line, Item Charge Assignment.

2

Step 2

On the Item Charge Assignment (Sales) page, select Item Charge, Get Shipment Lines.

3

Step 3

Select the shipment line the price difference should be applied to and select OK.

4

Step 4

Select Item Charge, Suggest Item Charge Assignment to assign the item charge on the sales credit memo to this line.

5

Step 5

Click on Close to close the page and go back to the sales credit memo.

6

Step 6

Repeat for each item charge line on the credit memo.

Completing Credit Memo Entry

When you have finished entering the credit memo, if you are not ready to post the document, you can release the credit memo by selecting the 'Release' option on the credit memo ribbon in the 'Release' section. Many fields on the sales credit memo cannot be amended whilst the credit memo is at ‘Released’ status. Users are then aware that this document has been completed and is awaiting posting.

Amending a Completed Credit Memo prior to Posting

Any credit memo can be amended multiple times prior to posting. To amend a ‘Released’ credit memo you open the credit memo by selecting ‘Reopen’ on the ribbon in the ‘Release’ section. This sets the ‘Status’ field to Open.

Posting a Credit Memo

Prior to posting, you can select to Preview Posting, so you can check the entries that will be posted. Once you are ready to post you have 3 options:

• Post - posts the sales credit memo and removes it from the sales credit memo list
• Post and New - posts the sales credit memo, removes it from the sales credit memo list and creates a new sales credit memo document for you to complete
• Post and Send - posts the sales credit memo, removes it from the sales credit memo list and creates an email with the sales credit memo document attached for you to send to the customer.

If you receive this error when trying to post the sales invoice or credit memo: You must assign item charge if you want to invoice it You haven't applied the item charge you put onto the credit memo. See Applying the Item Charge section above.

Posted Sales Credit Memo

When a Sales Credit Memo is posted it creates a 'Posted Sales Credit Memo' transaction. This is a copy of the sales credit memo at the point it was posted. From this transaction's page, select 'Navigate' on the ribbon to see what other records Bevica has created. Most commonly: 'Customer Ledger Entries', 'VAT Entries' and 'G/L Entries'.

Sales Invoices - Increase the Price already Charged

You can produce a sales invoice in the same way to invoice the customer for an undercharged item, either using Item Charges or GL Accounts. When the invoice is posted, it will create a Posted Sales Invoice document.