You can adjust invoices at the invoice line detail level in the Invoice Line Details window. You can perform most of the same types of adjustments on invoices that you can perform on expenditure items. See: Expenditure Adjustments.
The following table describes the adjustments you can make to invoices:
| Level | Adjustment Type | Steps to complete adjustment |
|---|---|---|
| Invoice | Change Billing Address | 1. Add new address in Oracle Receivables 2. Change address in Oracle Projects by choosing the Customers and Contacts project option. 3. Regenerate invoice |
| Invoice | Change Billing Contact | 1. Add new contact in Oracle Receivables 2. Change contact in Oracle Projects by choosing the Customers and Contacts project option. 3. Regenerate invoice |
| Invoice | Change Invoice Currency | 1. In the Invoice or Invoice Summary window, choose Recalculate. 2. Make changes in the currency attributes. 3. Choose OK. |
| Invoice | Change Agreement Type or Terms | 1. Change information in Agreements window 2. Regenerate invoice |
| Invoice | Change Comment | 1. Correct comments in Invoice window 2. Save |
| Invoice | Bill Through Date incorrect | Regenerate invoice (and revenue if necessary) with correct Through Date |
| Invoice | Invoice Amount Incorrect | 1. Analyze how revenue was created 2. Make changes as appropriate 3. Regenerate revenue and invoice |
| Invoice Lines | Wrong invoice line format | 1. Change invoice lines format in Billing Information window, Project options 2. Regenerate invoice |
| Invoice Lines | Wrong amount on invoice line | 1. Analyze how amount was created 2. Make changes as appropriate 3. Regenerate revenue and invoice |
| Invoice Lines | Retention amount incorrect | 1. Change Retention Billing Terms in the Retention Terms window. 2. Regenerate invoice |
| Invoice Lines | Change tax classification code | Change the tax classification code in the Invoice Lines window. (You can do this only if you are allowed to based on the profile option eBTax: Allow Override of Tax Classification Code.) |
| Invoice Lines | Change tax exemption | Change the tax classification code in the Invoice Lines window. (You can do this only if you are allowed to based on the profile option eBTax: Allow Override of Customer Exemptions.) |
| Invoice Lines Details | Item should not be billed | 1. Select Tools Menu 2. Choose Non-Billable option 3. In the Invoices window choose Run Request, Regenerate Revenue and Invoices |
| Invoice Lines Details | Item should not be billed at this time | 1. Select Tools Menu 2. Choose Billing Hold or One-Time Hold option 3. In the Invoices window choose Run Request, Regenerate Invoices |
| Invoice Lines Details | Bill Amount is incorrect | 1. Analyze how amount was created 2. Make changes as appropriate 3. From Tools Menu choose appropriate Recalc actions 4. Regenerate revenue and invoice |
| Invoice Lines Details | Only part of the expenditure item can be invoiced | 1. From the Tools Menu choose Split 2. After splitting the item, select Non-Billable for the part that cannot be invoiced 3. Recalc cost, revenue, and invoice |
| Invoice Lines Details | Item does not belong on this project or task | 1. From the Tools Menu, choose Transfer 2. After transferring the item, Recalc cost, revenue, and invoice |
Canceling an invoice causes the creation of a credit memo for the entire amount of the canceled invoice. All items on the canceled invoice are returned to an unbilled status and are eligible for rebilling during the next billing cycle. In addition, Oracle Projects updates the funding balance on the agreement that funded the original invoice.
The credit memo always has the same invoice currency and currency attributes as the invoice being credited. You cannot perform a Recalculate function on a crediting memo.
You cannot cancel an invoice if payments have been applied against it in Oracle Receivables or if an invoice has credit memos applied against it. You can cancel an invoice only if it is released and has no payments, adjustments, or crediting invoices applied against it. Once the cancellation is completed, you cannot delete the credit memo created by the cancellation action. That is, you cannot reverse an invoice cancellation.
Note: You cannot edit the bill amount of an event that has been interfaced to Oracle Receivables, and subsequently canceled. You must create a new event that is eligible again for billing.
Writing off an invoice creates a crediting invoice against the original invoice for the write-off amount you request. When you write off an invoice, Oracle Projects reverses the invoice amount from the receivables account and places it into a write off expense account when you interface the write off to Oracle Receivables.
Note: You can also write off an invoice that is linked to supplier invoices which are on pay when paid hold. For more information, see Payment Control.
You can either write-off at invoice level or invoice line level. If you write off at the invoice level, the write off amount is prorated across the invoice lines. For line level write offs, you can specify the write off amount by line or enter a write off amount to be prorated across the selected lines.
When you request a write-off for a standard invoice, the application does not include lines in the write-off invoice from any reversal or negative adjustment transactions on the original invoice. The application prorates any write off amount on all lines of the original invoice except reversal and negative adjustment lines.
Additional Information: Write off amount entered at invoice level is applied to the total invoice amount. Write off amount entered at invoice line level is applied to the total invoice line amount.
The write off creates a negative invoice in Oracle Projects that is attached to the original invoice. Oracle Projects records the appropriate write-off accounting transaction in Oracle Receivables when you interface the invoices to Oracle Receivables.
The crediting invoice always has the same invoice currency and currency attributes as the invoice being credited. You cannot perform a Recalculate function on a crediting invoice.
You can only write off an invoice whose status is Accepted. The write-off amount you enter can be any amount up to the outstanding receivable balance on the invoice.
To partially write off an invoice with tax, write off the invoice in Oracle Projects and interface it to Oracle Receivables so that Oracle Projects and Oracle Receivables reconcile. Complete and adjust the invoice in Oracle Receivables.
See also: Rounding for an Invoice Write Off, Oracle Projects Implementation Guide.
Oracle Projects can automatically create a credit memo each time you adjust detail expenditure items billed on a released invoice based on the billing setup rules you set for a project or top task. The credit memo reverses the amount on the invoice by the amount of the adjusting item. The invoice transaction currency of the credit memo is the same as the currency of the released invoice.
Based on the options you set in the billing setup options page for a project or top task, the credit memo generation procedure processes the following transaction adjustments:
All transaction adjustments or reversals if you have set the Include Adjustments on Standard Invoice option to None.
All transaction adjustments or reversals other than labor accrual reversals if you have set the option to Labor Accruals Only.
All transaction adjustments or reversals other than labor adjustments and accrual reversals if you have set the option to Labor Only.
To create a crediting invoice for a project that is not associated with a particular invoice, you should create an invoice reduction event for that project. When you generate the next invoice, Oracle Projects creates a negative invoice that is not attached to the original invoice. After you interface the negative invoice to Oracle Receivables, you can manually apply the negative invoice to any receipt from that customer in Oracle Receivables.
Note: Do not create credit memos in Oracle Receivables for Oracle Projects invoices. Adjustments made in Oracle Receivables will not be reflected in Oracle Projects, and will cause your amounts to be out of balance with Oracle Projects.
On Account Credit Memo: The Interface Invoices to Receivables process creates credit memo as On Account Credit Memo when the following conditions are satisfied:
The Allow Over Application option is set to No in Oracle Receivables and the Create On Account Credit Memo option is enabled in Oracle Projects.
There is no balance available to adjust on the invoice/invoice line.
This enables you to interface credit memos to Oracle Receivables when cash is applied to the original invoice.
Note: The On Account Credit Memo has a reference to the original invoice in Oracle Projects and this reference is not propagated to Oracle Receivables.
Overapplied Credits: When Oracle Projects sends a credit memo that is greater than the original invoice amount outstanding in Oracle Receivables, Oracle Receivables overapplies the remaining credit memo balance to the original invoice, creating a negative outstanding amount on the invoice.
Tax information for credit memos: When Oracle Projects creates a credit memo associated with an existing invoice, the tax information for the crediting invoice is the same as the tax information for the original invoice in Oracle Projects.
An invoice concession allows you to manually credit an invoice without adjusting the transactions. Applying a concession to an invoice creates a crediting invoice against the original invoice for the amount of the concession. When you apply a concession, Oracle Projects adjusts the amount from either the unbilled receivables account or unearned revenue account when you interface the concession invoice to Oracle Receivables.
Note: You can also apply concessions to an invoice that is linked to supplier invoices which are on pay when paid hold. For more information, see Payment Control.
You can apply a concession even when a credit memo is associated with the original invoice. You can apply the concession amount either at the invoice level or apply it to a group of invoice lines. For invoice level concessions, the concession amount can be prorated across the invoice lines. When you request an invoice concession for a standard invoice, the application does not include invoice lines for reversals or negative adjustment transactions from the original invoice. For line level concessions, you can either specify the concession amount by line or enter a concession amount to be prorated across the selected lines. Any concession amount is prorated based on all lines of the original invoice except for the reversal and negative adjustment lines.
The concession creates a crediting invoice in Oracle Projects that is attached to the original invoice. Oracle Projects interfaces the concession invoice as a credit memo to Oracle Receivables.
You can only apply a concession to a released invoice. The concession amount you apply can be more than the invoice amount. You can over credit an invoice by applying concession.
The concession invoice is generated as Approved, but can be deleted if you determine that the customer does not need the concession.
The crediting invoice has the same invoice currency and currency attributes as the invoice being credited. You cannot cancel or write-off a concession invoice.
Concessions can be applied to retention invoices, but cannot be applied to intercompany invoices. Unreleased concession invoices are deleted during the invoice regeneration process.
Additional Information: Concession amount entered at invoice level is applied to the total invoice amount. Concession amount entered at invoice line level is applied to the total invoice line amount.
You may determine it is not appropriate to create an invoice for the customer at this time. You can delete unreleased draft invoices. Deletions do not require credit memos.
Note: Once the invoices are released you can only cancel them.