Correcting Appointments: Other Document Types

In MYOB Advanced, you can make corrections to an appointment document (such as adding or deleting detail lines, changing stock or non-stock items in the detail lines, editing quantities or prices, or changing tax information) when a billing document (such as an SO invoice or a project transaction) has already been generated from the corresponding appointment and released.

Correcting an Appointment When a SO Invoice Has Been Generated and Released

To make corrections to an appointment from which the SO invoice has been generated and then released, you need to reverse the SO invoice. On the Invoices (SO303000) form, you create a new document of the Credit Memo type, and manually enter all the details from the original SO invoice to the Summary area of the credit memo document. On the Details tab of the form, you add the detail lines by clicking the Add Return Line button on the table toolbar (which opens a dialog box where you can select the lines of the needed SO invoice). Once the information is entered, you save and release this SO credit memo.

In the Related Svc. Doc. Nbr. column on the Details tab on the Invoices form, you find the link to the appointment document in which needed corrections can be made.

On the Appointments (FS300200) form, you (an employee with the appropriate access rights, for example, a service manager) unclose a document by clicking Unclose on the form toolbar. Then you make needed corrections in the document, and close it again. After that, a new AR invoice can be generated from this appointment by using the Run Billing action on the form toolbar.

Correcting an Appointment When a Time Activity Has Been Generated and Released

In the appointment document, you can edit data specified on the Log tab in the log lines even if a time activity has been generated from the corresponding appointment and released. You can make such corrections as: changing duration of the services, editing service start date or time, or end date or time.

To make these corrections, you identify the number of the appointment document associated with the released time activity on the Employee Time Activities (EP307000) form in the Appointment Nbr. column. Then on the Appointments (FS300200) form, you make the needed corrections, save the appointment, and release new time activities.

Correcting a Project-Related Appointment

To make corrections to an appointment from which a project transaction has been generated and released, you need to process the generation of the reversed project transaction from the corresponding appointment document. To do it, click Reverse Bill on the More menu (under Corrections) on the Appointments (FS300200) form. The system generates one reversed project transaction (a project transaction with similar settings but a negative amount and quantity) and releases the transaction. For the released inventory issue associated with the appointment, the system generates a credit memo and releases it.

Then you can make the needed corrections to the appointment document and run the billing process, which causes the system to create the new project transaction (and inventory issue, if applicable).

Correcting an Appointment When a Billing Document is Not Released

You can make corrections to an appointment document when a billing document that has been already generated from this appointment is not yet released. In this case, you can just delete the billing document. Once a billing document is deleted, you use the Service Billing History (FS405000) form to quickly find the appointment document related to the deleted billing document. The Service Billing History form shows the list of service documents with the related billing documents of all statuses including the documents with the Deleted status.