How do I fix an incorrect amount Charged on an invoice?
In order to fix an incorrect amount Charged on an invoice in Apex please follow the below steps:
1. Corrections
- In order to reverse an amount that was charged incorrectly, open the specific reservation and click on the "Invoice" tab. Note that Supervisor Authorisation is not required to perform this action.
- Next select the amount that was incorrectly charged the line item will be highlighted in green.
- Click on the "Correct" button and confirm the correction by selecting "Yes" on the confirmation window.
- The "Correction Reason" window will appear, please enter the reason for the correction and select "OK".
- The transaction will be corrected and greyed out on the invoice. The corrected amount will automatically have reduced the total of the invoice.
Please note
- A transaction can only be corrected on the date it is posted, should the error be discovered the following day (after end of day) an adjustment needs to take place. Please see below for adjustment instructions.
2. Adjustment
- An Adjustment corrects a posting error after end of day (night audit). Such an error will be entered separately into the accounting records of the appropriate revenue centers thereby also correcting their accounting records.
- This action requires Supervisor Authorisation.
- In order to reverse an amount that was charged incorrectly, open the specific reservation and click on the "Invoice" tab.
- Next select the amount that was incorrectly charged, the line item will be highlighted in green.
- Click on the "Adjust" button and enter your supervisor password.
- The "Adjustment Reason" window will appear, please enter the reason for the adjustment and select "OK".
- Thereafter the folio adjustment window will appear and all the details of the charge will display. Please ensure that the information is correct especially the charge code that needs to be adjusted.
- Next enter the adjustment reference and click on the "Post" button to proceed.
- Once the adjustment has been posted it will appear in Red on the folio, the adjusted amount will be indicated with a (-) minus and the transaction will be flagged with the letter A.
- The adjusted amount will automatically have reduced the total of the folio.
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