when we make use of payment before delivery a picklist is created when the invoice is canceled

[Bouke Steemers]

Hi,

We use a lot of orders with payment before delivery. If the order is cancelled, we also cancel the already generated invoice via the action credit note. This will trigger a paid invoice. So the work flow will create a pick-list.

This should not happen. Because the invoice is not actually paid.

We use version 5.0.6

Bouke

[Jay Vora (Serpent Consulting Services) (jayvora)]

Hello Bouke,

If I get you correctly, you are trying to refund the invoice which is not paid!
Because, when an Invoice is paid, it creates a picking.

Rather, you should directly cancel the invoice from 'open' state.

Let us know the exact steps you follow.
Thanks.

[Bouke Steemers (bouke)]

What I do is the following:

1. take an order with prepayment.

2. Create an invoice, this to simplify the process of bank statement processing.

3. I wait a two weeks. If the invoice is not paid (after a notice to the customer), I cancel the invoice.

4. Currently I have to cancel manualy the picklist that is created. but wich should not be created, because the invoice is not paid.

Kind regards,

Bouke
Met vriendelijke groet,

Bouke Steemers
49design.net
Walserij 13 d
2211SJ Noordwijkerhout
0252-228023
KvK: 28103205

[Jay Vora (Serpent Consulting Services) (jayvora)]

Hello Bouke,

I want to interrupt you for the knowledge that how do you 'Cancel' the invoice?

Are you going through refund wizard?

Why do not you press Cancel button?

Thanks.

[Bouke Steemers (bouke)]

We get the error:
"You can not modify a posted entry of this journal !
You should set the journal to allow cancelling entries if you want to do that."

If we set "allow cancel entries" on this journal we get problems with the tax office. We can not cancel invoices this way because the number sequence of the invoice will be broken.

Instead we choose the wizard credit note, en press there cancel invoice. In my opinion this should have the same effect, only with a credit invoice for the accountability.

Met vriendelijke groet,

Bouke Steemers
49design.net
Walserij 13 d
2211SJ Noordwijkerhout
0252-228023
KvK: 28103205

[Jan Verlaan (jan-verlaan)]

Jay, Bouke,

I see the point Bouke is making, canceling a invoice is not an option as the invoice is "officially" in the system and sales VAT should be remitted to gouvernement, at least in the Dutch. So the option left for a created invoice with a invoice number is only the make a credit note (via the refund invoice wizard on that invoice.) so the remitted sales vat can be requested back.

I have tested this situation in the latest stable bzr and here no picking line is generated while creating the credit note and while manually reconciling both invoices with each other (which sets both invoiced in status payed). So it seems that latest 5.0.7 has not this issue like described by Bouke which was in version 5.0.6
Can one confirm this?

@Bouke, what you could do for now with version 5.0.6 is not to create the invoice, instead make it a pro-forma invoice (without invoice number). That way no financial transactions are booked, VAT isn't registered yet and customer has a pro-forma invoice that will be exactly the same as the official invoice you will sent to customer with the goods when customer has payed.
The pro-forma invoice has a document number linked to the salesorder number so you are able to track your incoming payments. When payment is received, you can set the pro-forma invoice to a normal invoice and accounting entries are made including VAT entries.
When payment does not come, the proforma invoice can be cancelled with the sales order without problem (no financial transactions yet, thus cancelling is possible despite the settings in the journal :-) )
That way you do not have to register VAT (and transfer it to government) until the payment is received and the official invoice is created.

[Vinay Rana (OpenERP) (vra-openerp)]

Hello Experts,

Should not we forbid Refund wizard only for PAID invoices?
For invoices of other states, refund wizard should not work.

Your views please.

Thanks.

[Jan Verlaan (jan-verlaan)]

@vra, certainly not forbid a refund for not paid invoices. One will run into big OpenERP trouble then.
If you send a invoice to your customer and afterwards it seems to be totally wrong (complain done by customer), you must have the possibility to refund that invoice and send that generated credit note to your customer.
That way both parties can reconcile these invoices with each other without even money is sent back and fourth.
While reconciling, both invoices are set in status payed which is ok.

[Grzegorz Grzelak (OpenGLOBE.pl) (grzegorz-og.pl)]

In PL every invoice in all states (except draft of course) can be refunded.
It is quite often that customer gets invoice and claims for corrections.
According to Polish law we have to do it only using refunds. And customer
surely will not pay us for first invoice until he gets refund invoice. So we
should be able to use refund for unpaid invoices.

And there are the cases that invoice is already paid (fe. prepaid) and we
have to refund it later on. Because part of products were improper and
returned or soomething like that.

But I am not sure if you ask if refund wizard should be forbidden for paid
invoices or allowed for paid invoices.
GG.