Negative GLs as Invoice Credits

Training Video

Sometimes you receive a Credit that is applied and used all at once, and it would be cumbersome to take the time to apply the credit separately. In those cases, you can simply add a Negative GL line item that applies the credit amount within that invoice, saving you time and headache.

• When coding your invoice, still include the full total of the invoice, not including the credit.
  • This will be the GROSS amount of the invoice, before any discounts.
• Add your GLs as normal (Adding up to the GROSS Amount of the Invoice)
• While still coding your invoice, add a new GL line item, add the expense GL to be credited, and enter your negative amount.
• When approving the invoice, approve as normal.
• On the Accounting > Pay Invoices page, you'll see the Negative GL amount is listed in the "Credit Applied" column.

**Note: You will not be able to approve the invoice from the Manager Complete Data Entry screen. You will need to approve the invoice from Accounting>Approve Invoices.**

• You can still add credits from other sources as well.
• When you pay your invoice, the Invoice and Credit details can be seen on the Check stub. 

Example:

I receive an invoice for $100, with a 10% discount, so I only need to pay $90.

Invoice Total = $100

GL Items = 

55555 - GL 1 = $100

55555 - GL 1 = ($10)

In this case, my GL amount and Invoice Total won't match and that's OK