Hi there,
We have run into situations where a customer was overbilled for work and realized this after paying us. Work Order invoices cannot be reversed, as with all invoices, after being received on. However, in JC module, you can create a credit memo directly to the job, and its easy.
With Work Order, you cannot create credit memos. Our hands are tied, and we have to make a new blank work order, and create a negative billing transaction on it. It is definitely not a best practice process.
TL:DR
We need to be able to create credit memos directed at Work Orders.
Jeremy Goodwin
| Company | UEC Holdings/United Electric Co |
| Job Title / Role | ERP Admin |
| I need it... | Yesterday...Come on already |
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I do get that the request is to be able to enter a credit memo to a work order directly...but here is a way to solve it now.
Hey Jeremy, Sorry, I wasn't clear in what I meant.
To create a credit memo for a work order, the recomended way to process is to reverse the work order and then rebill it. Here are the steps:
Go to WO | Data Entry | Reverse Work Order Billing.
Enter the work order that needs adjusting.
Click Continue and then run the Sales Journal / Update. This step will create a credit memo for the work order (in the full amount).
Go back to WO | Data Entry | Work Orders and make what ever change is needed.
Rebill the work order.
Remember, Spectrum doesn't care if you have received cash on the invoices or not.
So here, let's say the original WO/Invoice was $1000. Let's assume that they paid $800. There is an open invoice amount of $200 at this point.
We reverse the original WO/Invoice. This puts a credit memo for $1000 onto the account.
We then rebill the corrected WO/Invoice. This puts an invoice onto the account for $800.
In Cash Receipts Entry, create a zero dollar transaction to net the open $200 against the credit for $1000 and the invoice for $800.
Clear as mud?
Hey Geoff, thank you for the response!
The system won’t let us reverse any work order Billings if there has been any cash received on the invoices, which is understandable.
In certain circumstances we only get info that they were overbilled after cash receipts was already performed.
But also, let’s say we billed 1,000 on a work order, and the customer paid 800. We’d prefer to receive 800 on the invoice, and create a credit memo from the customer invoices screen for the 200, and take care of it all at the AR level without having to involve service team.
Or let’s say AR made a mistake, we’d love the flexibility to just create credit memos pointed to work orders the same way we create them for jobs. It’s nice and easy.
What are your thoughts?
Couldn't you have reversed the work order...which would create a CM...and then rebill the work order at the proper amount?
Geoff