When issued with an incorrect invoice, some agency customers prefer to be issued with a new corrected invoice rather than a credit note or invoice that consolidates adjusted items with new invoice items. To facilitate this , the Portal > Billing module the Billing module features a Credit Rebill function.
The Credit Rebill function allows an original erroneous timesheet-based invoice to be credited fully, allows billed hours and/or rates to be adjusted and generates a new invoice based on the adjustments. The adjusted invoice, known as a rebill invoice, can then be distributed to the customer via the Portal > Billing > Billing > Manage Delivery. The credit rebill function applies to timesheet-based invoices only.
The process of creating a rebill invoice is a multi-stage process that involves the following:
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Timesheet adjustments need only be made if the billed hours need to be adjusted. If this is the case, the hours keyed against timesheets must be adjusted on the relevant timesheets as part of the timesheet adjustment workflow in the Time and Attendance application.
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The invoice batch process processes timesheets that have already been invoiced and have subsequently been adjusted. Therefore, if timesheet adjustments are required as part of a credit rebill, it is important to ensure the timesheets are adjusted and the credit rebill process is completed before the next invoice batch is processed. Otherwise, the adjusted timesheets may be processed by the invoice batch process instead, in which case the adjusted items will be issued as a credit note or will be bundled into a consolidated invoice with other items that were not on the original invoice. |
Adjustments to the rebill invoice need only be made if the bill rates on the orginal original invoice were incorrect, in which case the bill rates for individual items can be adjusted directly from within the Billing module itself.
Credit Rebill & Multi-currency
If you use multi-currency functionality to issue invoices to debtors in different currencies, be aware that if you use the Credit Rebill process to rebill an invoice but the debtor’s currency has changed since the original invoice was generated, the credit note that will be generated via the Credit Rebill process will be in the debtor’s current currency and not the currency that applied when the original invoice was generated.
If you do need to generate the credit note in the debtor’s original currency, you can temporarily change the debtor’s currency prior to processing the Credit Rebill batch and then switch the debtor’s currency back to their current currency once the Credit Rebill batch has been completed. For information on how to set and change a debtor’s currency, see Adding a Currency Code to a Debtor.
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If you do need to temporarily switch a debtor’s currency as described above, make sure that no other invoices or credit notes are being generated for that debtor at the same time, either as part of an invoice batch or manually, so as not to affect the currency that will be used to generate other invoices/credit notes for that debtor. |
Credit Rebill Wizard
The Credit Rebill Wizard is a series of screens within the Billing module that guide you through each step of the rebill invoice creation process. It is possible to close the wizard at the end of each stage of the process, thereby pausing the process if necessary. At the end of each stage, the results of the credit rebill are saved and the credit rebill is flagged with a certain status identifying the last stage reached. This allows the process to be resumed from the point at which it was paused.
For example, if the original invoice was incorrect due to billing of incorrect hours, the relevant timesheets must be adjusted within the Time and Attendance application before the credit rebill process can generate a rebill invoice. In such cases, the credit rebill can be paused at the timesheet adjustment stage and the wizard can be closed until a Time and Attendance user has made the necessary adjustments. Once the adjustments have been made, the credit rebill can be located be located in the Credit Rebill List screen and screen and the process can be resumed.
The diagram below summarises the main stages of the process that the Credit Rebill Wizard steps you through and the corresponding status of the credit rebill at each stage of the process.
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