If an invoice has been closed but the invoice items should have been assigned to a purchase order or where assigned to the wrong purchase order, you can assign or reassign the invoice items on the closed invoice to the relevant purchase order. The invoice can then be re-issued to the debtor without the need to credit out the original invoice and without the need to create a new invoice.
Closed invoice items can be assigned/reassigned to predefined debtor purchase orders or, if the debtor does not enforce allocation of spending against predefined purchase orders, to a purchase order that is defined on-the-fly.
The following applies when closed invoice items are assigned/reassigned to a purchase order:
if invoice items are assigned/reassigned from or to a predefined debtor purchase order, the budget draw-down of the respective purchase order is automatically adjusted accordingly
when the invoice is re-issued, if the invoice format has been configured to display the purchase order number against each invoice item, the purchase order number against each re-assigned invoice item will display the new purchase order number.
If the invoice items that have been assigned/reassigned are linked to a job order, the job order must also be reassigned to the correct purchase order so that any items that are linked to that job order in the future can be allocated against the correct purchase order going forward. An individual job order can be assigned to a purchase order directly from the Job Order screen in Agency Portal > Recruitment Manager or job orders can be assigned to a predefined debtor purchase order in bulk via the Agency Portal > Billing > Maintenance > Debtor > Debtor Maintenance > Debtor Entry > Purchase Orders > Purchase Order Details > Job Orders screen. For more information, see Working with Debtor Purchase Orders.
If you change the purchase order number against a closed invoice item, the change will not be updated through a finance export triggered via the Finance Integration module. If you require the change to be reflected correctly in your finance system, it is recommended that you also make the change directly in the finance system.