Reversing partial invoice

Go to: Clients menu > Client Details > select client > Activity > select invoice > Reverse.

To reverse a single item

1. From the Invoice/Payment Reversal window, click Clear Qty Returned.
   • VisionVPM will enter zeroes in the Qty Returned, Qty added into stock and Value Returned fields.
2. In the Qty Returned field, type the quantity of the item being returned.
   • In the case where the item cannot be resold, for example, a faulty product or an opened bag of food, enter zero in the Qty added into stock field.
   • Please note: if you are reversing an item that has an attached stock fee, VisionVPM will only reverse the stock fee if the quantity returned equals the quantity sold. For example, if a client returns a number of tablets because their animal is deceased, the stock fee will not be reversed.

Select the Print the reversed transaction check box to print the reversed invoice.

Click Save.

Please note: If the original invoice date is in a PREVIOUS GST PERIOD you will need to enter a date of the 1st of the current GST month, for example, GST paid end March, invoice to be credited 20 March. The Reversal Date will need to be 1st April.

If the invoice has been fully paid, VisionVPM will display the following prompt:

If you are giving the client a refund click Yes to open the Client Payment window from where you can receipt the refund, otherwise click No to allocate the credit to the account.

Please note, if you do not give the client a refund, the reversed invoice will remain on the client's activity as Outstanding. See screenshot below.

The next time an invoice is entered for the client you should manually allocate the credit note to the invoice.

To do this, select the credit note and click Allocate.

VisionVPM will display the Unallocated Payments / Credits window, from where you can manually allocate the credit invoice or click Auto to let VisionVPM automatically allocate the credit note.

Editing payments

VisionVPM allows you to edit payments for the following circumstances:

• Incorrect payment type was originally entered.
• Incorrect payment amount was originally entered.

Through this process, you can also change the invoice allocation.

You can only edit a Cash, Cheque or Credit Card payment and if you have not saved the Till Balance or Eftpos Deposit according to the payment type you are attempting to change. If you attempt to change a payment after either the Till Balance or Eftpos Deposit has been saved, VisionVPM will display the following message:

You can only edit a Direct Credit payment if you have not reconciled this payment on a bank statement.

If you attempt to edit a Direct Credit payment after the payment has been reconciled, VisionVPM will display the following message:

If you are using usernames and passwords you will only be able to edit a payment if your username has been marked to allow access to changing client payments.

To change the setting you must be logged into VisionVPM with the administrator password and then go to: Main menu > Maintenance module > Maintenance menu > Users Access. Select the Edit Client Payments check box.

If you do not use usernames and passwords you will be required to enter the daily password. Please contact the Provet IT Service Desk to obtain the daily password.

Please note, if you are using Data Transfer and you attempt to edit a payment created at another branch, VisionVPM will display the following message:

Reversing payments

You can reverse payments if, for example, you enter an incorrect payment amount or payment type and the banking has been completed.

If the banking has not been completed you can simply edit the payment transaction, as described above.

If you have entered a payment on the incorrect client, you can transfer the payment to the correct client. Please refer to the Transferring invoices and payments section in this user guide for further information.

If you are using the password system in VisionVPM, to allow users to reverse a client's payment, the Reverse Client Transactions check box must be selected in the User Access window.

Go to: Main menu > Maintenance module > Maintenance menu > Users Access.

To reverse a client payment

Go to: Clients menu > Client Details > select client > Activity.

1. From the Client Activity window, select the payment that you wish to credit, and then click Reverse.
   • The following window will be displayed:

   

   • If you are reversing a payment prior to the Debtors Closed Period, the Date of Reversal will default to the current date. Otherwise, the Date of Reversal will default to the original payment date.
   • The User and Reason fields are compulsory fields and must be completed.
   • Entering a User code for payment reversal is compulsory regardless of whether or not the Make the user field compulsory check box has been selected in Main menu > Maintenance module > Maintenance menu > System Defaults > System tab.

     

     Optional:

   • To print the credit note, select the Print the reversed transaction check box.
2. Click Save.

Negative/Reversed Entry Audit report

The credit note will also appear on the Negative/Reversed Entry Audit report.

1. Go to: More Reports menu > Reversed Entries.
2. Select report destination.
3. Enter dates for the report.
4. Click Ok.
   • A report, similar to the one below, will be displayed.