Staff Client Help v7.3 - v8.0
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<h1><a name="XREF_25634_Payment_credit_of"></a>Distribute Charges on a Prepaid Invoice</h1>
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<p>To distribute charges among line item segments on a prepaid invoice:</p>
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<ol>
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<li value="1"><a name="kanchor2335"></a><a name="IX_distributing_on_prepaid"></a><a name="kanchor2336"></a><a name="IX_distributing_charges"></a>Open the Invoice workform for the prepaid invoice.</li>
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<li value="2">Choose <b>Tools </b>><b> Distribute Charges</b> from the menu bar.</li>
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<p>The Distribute Charges dialog box appears.</p>
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<li value="3">Select a charge type.</li>
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<li value="4">Choose one of the following <b>Action</b> options:</li>
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<ul type="disc">
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<li>Select <b>Add to an existing charge</b> to add the charge to the charges already entered.</li>
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<li>Select <b>Overwrite existing charge</b> to replace any previous charge already entered in the line item, or if no charge was entered.</li>
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</ul>
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<li value="5">Choose one of the following <b>Distribute</b> options:</li>
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<ul type="disc">
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<li>Select <b>Evenly across line segments</b> to distribute the charge amount equally among all the line segments for the invoice.</li>
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<li>Select <b>Based on total quantity received</b> to apply the charges based on the quantity received.</li>
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</ul>
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<li value="6">If needed, type a note in the <b>Note</b> box.</li>
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<li value="7">Type the amount to distribute in the <b>Amount</b> box, and click <b>OK</b>.</li>
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<p>The Record Check/Voucher Data dialog box appears.</p>
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<li value="8">Select <b>Check</b> or <b>Voucher</b>.</li>
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<li value="9">To record the check or voucher number, type it in the <b>Number</b> box.</li>
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<li value="10">To change the due date, type it the <b>Date</b> box or select it in the calendar.</li>
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<li value="11">Click <b>OK</b> to submit your settings.</li>
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<p>A message informs you that the action cannot be undone.</p>
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<li value="12">Click <b>OK</b><span class="FM_Symbol"> </span>to confirm that you want to distribute the charges.</li>
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<p>The following events occur:</p>
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<ul type="disc">
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<li><b>Charges distributed successfully</b> appears in the status bar.</li>
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<li>Any linked funds are updated.</li>
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<li>The Charges view of the Invoice workform shows the subtotals for all line item charges and credits in the <b>Charges and Credits</b> box.</li>
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<li>The Charges tabbed page in each invoice line item segment shows the amount of the charge that was distributed to the individual segment.</li>
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</ul>
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</ol>
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<h4>Related Information</h4>
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<p>If you need to make slight adjustments to the charges, see <a href="Make_manual_adjustments_to_charges.htm#XREF_64616_Make_manual">Make manual adjustments to charges</a>.</p>
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">8.0</span></div>
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<h1><a name="XREF_30595_Distribute_charges"></a>Distribute Charges on an Open Invoice</h1>
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<p class="NoteShade"><b>Note:<br /></b>Charges must be distributed one type at a time.</p>
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<p>To distribute charges on an open invoice:</p>
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<ol>
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<li value="1">Open the Invoice workform.</li>
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<li value="2">Select <b>Tools </b>><b> Distribute </b>><b> Charges</b> from the menu bar.</li>
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<p>The Distribute Charges dialog box appears.</p>
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<p class="NoteShade"><b>Note:<br /></b>For all the options on the Distribute Charges dialog box to be active, all the lines on the invoice must have been received.</p>
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<li value="3">Indicate the charge type by selecting one of the following options:</li>
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<ul type="disc">
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<li>Cataloging services</li>
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<li>Special handling</li>
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<li>Service</li>
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<li>Shipping</li>
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<li>Binding format</li>
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<li>Other</li>
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</ul>
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<li value="4">Select one of the following Action options:</li>
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<ul type="disc">
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<li><b>Overwrite existing charge</b> to replace the charge already entered in the line item, or if no charge was previously entered.</li>
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<li><b>Add to existing charge</b> to add the charge to the charges already entered.</li>
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</ul>
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<li value="5">Choose one of the following Distribute options:</li>
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<ul type="disc">
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<li>Select <b>Evenly across line item segments</b> to distribute the same charge amount to all the line segments for the invoice.</li>
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<li>Select <b>Based on total quantity received</b> to apply the charges based on the quantity received in each segment.</li>
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</ul>
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<li value="6">Type the amount to distribute in the <b>Amount box</b>, and click <b>OK.</b></li>
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<p>A message asks you to confirm that you want to distribute the charges.</p>
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<li value="7">Click <b>OK</b> to confirm that you want to distribute the charges.</li>
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</ol>
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<p class="KeepWithNext">The following events occur:</p>
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<ul type="disc">
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<li><b>Charges distributed successfully</b> appears in the status bar.</li>
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||||
<li>Any linked funds are updated.</li>
|
||||
<li>The Charges view of the Invoice workform shows the subtotals for all line item charges and credits in the <b>Charges and Credits</b> box.</li>
|
||||
<li>The Charges tabbed page in each invoice line item segment shows the amount of the charge that was distributed to the individual segment.</li>
|
||||
</ul>
|
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</div>
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</div>
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<div id="footer">
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<div id="copyright"><a href="../../../FrontMatter/LegalNotices.htm">© 2025 Innovative (Part of Clarivate)</a><![CDATA[
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]]></div>
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<div>Polaris Version <span class="mc-variable III_Variables.VersionNumber variable">8.0</span></div>
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<script type="text/javascript">/*<![CDATA[*/document.write("<a href='mailto:doccust@iii.com?subject=documentation%20feedback%20(Polaris staff client): "+document.title+"&body=Topic%20reference%20(for%20Innovative%20use%20only):%20"+location.pathname+"%0A%0APlease provide comments, report discrepancies, or suggest improvements for Innovative documentation. Your suggestions and corrections will be emailed to Innovative staff, who review them for future versions of the documentation. Thank you for your feedback.%0A%0APlease do not report technical or software issues here. Authorized staff at your organization should submit a service request for those issues.%0A%0AEnter%20your%20comments%20below:%0A%0A'>Send documentation feedback to Innovative</a>");
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<h1><a name="XREF_17131_Distribute_credits"></a>Distribute Credits/Discounts on a Prepaid Invoice</h1>
|
||||
<p>To distribute credits or discounts among line item segments on a prepaid invoice. </p>
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||||
<ol>
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||||
<li value="1"><a name="kanchor1661"></a><a name="IX_distributing_on_a_1"></a><a name="kanchor1662"></a><a name="IX_distributing_on_a"></a><a name="kanchor1663"></a><a name="IX_distributing_credits_and_1"></a>Open the Invoice workform for the prepaid invoice.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Distribute Credits/Discounts</b> from the menu bar.</li>
|
||||
<p>The Distribute Credits/Discounts dialog box appears.</p>
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<li value="3">Select one of the following credit/discount types:<ul type="disc"><li><b>Credit/Discounts($)</b> to distribute a credit or discount dollar amount, and go to step 4.</li><li><b>Discount (%)</b> to distribute a discount rate across all segments equally, and go to step 6.</li></ul></li>
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<p class="NoteShade"><b>Note:<br /></b>If you choose to distribute a discount percentage, the options under <b>Action</b> and <b>Distribute</b> are unavailable. Simply type any notes you want to include, type the percentage amount, and click <b>OK</b>.</p>
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||||
<li value="4">If you selected <b>Credit/Discounts($) </b>in the previous step, select one of the following Action options:<ul type="disc"><li><b>Overwrite existing value</b> to replace the existing credit or discount.</li><li><b>Adjust existing value</b> to add the amount to the existing credit or discount.</li></ul></li>
|
||||
<li value="5">Select one of the following Distribute options:<ul type="disc"><li><b>Evenly across line item segments</b> to distribute the credit or discount evenly across all line item segments.</li><li><b>Based on total quantity received</b> to apply the credits or discounts based on the total quantity in the segments.</li></ul></li>
|
||||
<li value="6">Type any applicable notes in the <b>Notes</b> box.</li>
|
||||
<li value="7">Type the credit/discount dollar amount or the discount percentage that you want to distribute in the <b>Amount</b> box, and click<b> OK</b>.</li>
|
||||
<p>The Record Check/Voucher Data dialog appears.</p>
|
||||
<li value="8">Select <b>Check</b> or <b>Voucher</b>.</li>
|
||||
<li value="9">If needed, type the check or voucher number in the <b>Number</b> box.</li>
|
||||
<li value="10">To change the date, type it in the <b>Date</b> box or select it from the calendar.</li>
|
||||
<li value="11">Click<b> OK </b>to submit your settings.</li>
|
||||
<p>A message informs you that the action cannot be undone.</p>
|
||||
<li value="12">Click<b> OK </b>to confirm that you want to distribute the credit or discount.</li>
|
||||
<p class="KeepWithNext">The following events occur:</p>
|
||||
<ul type="disc">
|
||||
<li><b>Credits distributed successfully </b>appears in the status bar. </li>
|
||||
<li>The Charges view of the Invoice workform shows the subtotals for all line item charges and credits in the <b>Charges and Credits</b> box.</li>
|
||||
<li>The Totals tabbed page in each invoice line item segment shows the amount credited or discounted for each segment in the <b>Credits & Discounts </b>column.</li>
|
||||
</ul>
|
||||
<p class="NoteShade"><b>Note:<br /></b>In some cases, the amount cannot be distributed evenly among the segments, so you may need to adjust the credits or discounts for an individual segment. For example, the credit is $10.00 and there are 3 segments. The credit that appears in each segment is $3.33, for a total of $9.99. You need to adjust one segment’s credits to $3.34. If you need to adjust the amount of credits or discounts for a segment on a prepaid invoice, you can right-click the segment, and select <b>Adjust Credits.</b> See <a href="../PAadjust/Adjust_invoice_line_item_segment_credits_and_discounts.htm#XREF_24814_Adjust_invoice">Adjust invoice line item segment credits and discounts</a>.</p>
|
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<h1><a name="XREF_18155_Distribute_credits"></a>Distribute Credits/Discounts on an Open Invoice</h1>
|
||||
<p>To distribute credits or discounts among the line item segments on an open invoice:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Credits and discounts must be distributed one at a time.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice workform.</li>
|
||||
<li value="2">Select <b>Tools </b>><b> Distribute Credits/Discounts</b> from the menu bar.<p>The Distribute Credits/Discounts dialog box appears.</p></li>
|
||||
<li value="3">Select one of the following credit/discount types:<ul type="disc"><li><b>Credit/Discount($)</b> to distribute a credit or discount dollar amount, and go to step 4.</li><li><b>Discount (%)</b> to distribute a discount rate across all line item segments equally. Then, go to step 7.</li></ul><p class="NoteShade"><b>Note:<br /></b>If you choose to distribute a discount percentage, the options under <b>Action</b> and <b>Distribute</b> are disabled. Simply type the percentage amount, and click <b>OK</b>. </p></li>
|
||||
<li value="4">If you selected <b>Credit/Discount($)</b> in the previous step, select one of the following <b>Action</b> options:<ul type="disc"><li><b>Overwrite existing value</b> to replace the existing credit or discount.</li><li><b>Adjust existing value</b> to add the amount to the existing credit or discount.</li></ul></li>
|
||||
<li value="5">Select one of the following <b>Distribute</b> options:<ul type="disc"><li><b>Evenly across line item segments</b> to distribute the credit or discount evenly across all line item segments.</li><li><b>Based on total quantity received</b> to apply the credits or discounts based on the total quantity in the segments.</li></ul></li>
|
||||
<li value="6">Type any applicable notes in the <b>Note</b> box.</li>
|
||||
<li value="7">Type the credit/discount dollar amount or the discount percentage to distribute in the <b>Amount</b> box, and click <b>OK</b>.</li>
|
||||
<li value="8">A message informs you that the action cannot be undone.</li>
|
||||
<li value="9">Click <b>OK</b> to confirm that you want to distribute the credits and discounts.</li>
|
||||
</ol>
|
||||
<p>The following events occur when you distribute the credit or discount:</p>
|
||||
<ul type="disc">
|
||||
<li><b>Credits distributed successfully</b> appears in the status bar. </li>
|
||||
<li>Any linked funds are updated.</li>
|
||||
<li>The Charges view of the Invoice workform shows the subtotals for all line item charges and credits in the <b>Charges and Credits</b> box.</li>
|
||||
<li>The Totals tabbed page in each invoice line item segment shows the amount of the credits and discounts that was distributed to the individual segment.</li>
|
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<h1><a name="XREF_33402_Invoice_Charges"></a>Distributing/Adjusting Invoice Charges/Credits</h1>
|
||||
<p>You can distribute charges, credits, and discounts across multiple line items and segments within an invoice. Distributing charges is useful for libraries that do not use a centralized fund to pay for the charges on the invoice. For example, the supplier charges a certain amount for shipping the entire order, but each branch has its own fund from which it pays shipping charges. You can distribute the shipping charges equally among all the line items’ segments within the invoice. Similarly, a discount or credit can be applied to all the invoice lines.</p>
|
||||
<p><a name="kanchor4434"></a><a name="IX_adjusting_to_match"></a>You may find that your paper invoice from the supplier does not match the invoice in Polaris. In this case, you can adjust the amount of a charge or credit on an individual segment of the open Polaris invoice by typing the amount in the appropriate box on the Charges tabbed page of the invoice line item segment.</p>
|
||||
<p>When distributing charges or credits, Polaris treats prepaid and open invoices differently. Since prepaid invoices have transactions already posted to linked funds, distributing charges or credits across a prepaid invoice causes fund adjustments. With open invoices, the funds have not been expended, so no funds are adjusted.</p>
|
||||
<p>See also:</p>
|
||||
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||||
<li> <a href="Distributing_Charges.htm#XREF_75100_Distributing" data-mc-conditions="Primary.Online,Primary.Hidden">Distributing Charges</a></li>
|
||||
<li> <a href="Distributing_Credits_Discounts.htm#XREF_23740_Distributing" data-mc-conditions="Primary.Online,Primary.Hidden">Distributing Credits & Discounts</a></li>
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<p>You can distribute charges equally among the line item segments in the invoice. If the invoice is open, the funds are not affected. If the invoice is prepaid, adjustments are made to the funds in the invoice line item segments.</p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li><a href="Distribute_charges_on_an_open_invoice.htm#XREF_30595_Distribute_charges">Distribute charges on an open invoice</a>
|
||||
</li>
|
||||
<li><a href="Make_manual_adjustments_to_charges.htm#XREF_64616_Make_manual">Make manual adjustments to charges</a>
|
||||
</li>
|
||||
<li><a href="Distribute_charges_on_a_prepaid_invoice.htm#XREF_25634_Payment_credit_of">Distribute charges on a prepaid invoice</a>
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<h1><a name="XREF_23740_Distributing"></a>Distributing Credits & Discounts</h1>
|
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<p><a name="kanchor2060"></a><a name="IX_distributing_on_an_1"></a><a name="kanchor2061"></a><a name="IX_distributing_credits_and"></a><a name="kanchor2062"></a><a name="IX_distributing_on_an"></a>You can distribute credit or discount dollar amounts among invoice line item segments, or you can distribute discount rates (percentages) among invoice line items. If you enter a credit or discount dollar amount, you can specify whether you want it equally distributed across all segments or according to the quantity received. If you enter a discount rate, this percentage is applied to all line items equally.</p>
|
||||
<p>See also:</p>
|
||||
<ul type="disc">
|
||||
<li><a href="Distribute_credits_discounts_on_an_open_invoice.htm#XREF_18155_Distribute_credits">Distribute credits/discounts on an open invoice</a>
|
||||
</li>
|
||||
<li><a href="Make_manual_adjustments_to_credits_and_discounts.htm#XREF_17854_Make_manual">Make manual adjustments to credits and discounts</a>
|
||||
</li>
|
||||
<li><a href="Distribute_credits_discounts_on_a_prepaid_invoice.htm#XREF_17131_Distribute_credits">Distribute credits/discounts on a prepaid invoice</a>
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<h1><a name="XREF_64616_Make_manual"></a>Make Manual Adjustments to Charges</h1>
|
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<p><a name="kanchor1280"></a><a name="IX_adjusting_or_rounding"></a><a name="kanchor1281"></a><a name="IX_adjusting_invoice"></a><a name="kanchor1282"></a><a name="IX_adjusting_charges_on"></a>When you distribute charges automatically following the instructions in <a href="Distribute_charges_on_an_open_invoice.htm#XREF_30595_Distribute_charges">Distribute charges on an open invoice</a>, the amount may not be distributed evenly among the segments, and you may need to make slight adjustments. For example, the shipping charge is $10.00 and there are 3 segments. The shipping charge that appears in each segment is $3.33, for a total of $9.99. You need to adjust one segment’s shipping charge to $3.34.</p>
|
||||
<p>To make manual adjustments to charges on an invoice:</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice Line Item workform</li>
|
||||
<li value="2">Select the <b>Charges</b> tab, and select the charge you want to adjust.</li>
|
||||
<li value="3">Type the adjusted charge, and save the invoice line item.</li>
|
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<h1><a name="XREF_17854_Make_manual"></a>Make Manual Adjustments to Credits and Discounts</h1>
|
||||
<p><a name="kanchor4839"></a><a name="IX_credits_or_discounts_on"></a><a name="kanchor4840"></a><a name="IX_adjusting_invoice_1"></a><a name="kanchor4841"></a><a name="IX_adjusting_credits_or"></a><a name="kanchor4842"></a><a name="IX_rounding_on_invoices"></a>When you distribute credits/discounts automatically by following the instructions in <a href="Distribute_credits_discounts_on_an_open_invoice.htm#XREF_18155_Distribute_credits">Distribute credits/discounts on an open invoice</a>, the amount may not be evenly distributed among the segments. For example, the credit/discount is $10.00 and there are 3 segments with the amount of $3.33 in each segment. You need to adjust one segment’s credit/discount to $3.34 to get the total $10.00.</p>
|
||||
<p>To make manual adjustments to credits or discounts.</p>
|
||||
<ol>
|
||||
<li value="1">Open the Invoice Line Item workform.</li>
|
||||
<li value="2">Select the <b>Totals</b> tab of the segment you want to adjust.</li>
|
||||
<li value="3">Select the credit and discounts box.</li>
|
||||
<p>The amount is highlighted.</p>
|
||||
<li value="4">Type the adjusted credit/discount, and save the line item.</li>
|
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Reference in New Issue
Block a user