How can we adjust already posted Invoice (for Sales Order) in AX 2012?

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Posted on by Rahul Shah

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It seems even in AX 2012, user cannot edit the already posted sales Invoice. We have a requirement from the customer that they often requires adjustment in the Sales Invoice because either tax was not calculated properly (and customer refuses to pay) or consolidated Invoice will be sent for some extra charges which were realized later.

Two questions:

1. What is the best way to adjust the already posted Invoice against sales line (or order) ?

Notice that, we only want to adjust financially (monetary value) and not the quantity.

2. What is the best way to send consolidated invoice (i.e. for extra charges which were realized later) for multiple sales order (which are already invoiced) and is it still possible to tie this consolidated Invoice against the multiple original Invoices ?

Thank you in advanced.

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André Arnaud de Cal... 301,020 Super User 2025 Season 2 on at

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It is not possible to change an already posted transaction in any version of AX. This is due to the fact that it should comply with accounting rules internationally.

What to do if you already reported some figures to your accountant and then want to change the invoice because someone did not pay attention on correct enties?

You can create a credit note for settling the old wrong invoice and have the amounts reversed.

Then correct the sales order and invoice again.

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Rahul Shah 2,696 on at

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Hi Andre,

Thank you for your message. One side it sounds correct to not to allow already reported figures to account but on other side, it is very common for metal industry (especially for the metals for which price is varying on daily basis).

Volatile prices of the metal imposes a huge risks on the business and to minimize this, the vendor often enters with a special material contract with the customer saying - I will send the Invoice today at the base price of copper say 6000 USD but we will settle the account at the end of the month and at that time price may be not 6000 USD and whatever difference is coming out of it is to be adjusted by sending consolidated (or per order) Invoice.

BTW, I am planning to achieve this by using the Free Text Invoice, where system would create the invoice lines for any such Invoices which requires adjustment. Cons with this approach are - I will not be able to post inventory specific ledger transactions (per item) as well as will not be able to alter other accounts like Revenue, Commission etc.

I appreciate your feedback on the same.

Thank you in advanced.

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André Arnaud de Cal... 301,020 Super User 2025 Season 2 on at

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If you are using Free text invoices for it, it can work out. Be aware that the sales statistics are not updated in this way. So your margin on the products is different from the real scenario afterwards.

In the past (AX3.0) I had a similar requirement. We then created additional lines on the sales orders (minus and new corrected lines. Then we invoiced the lines and it became a suppletion invoice (or credit). Then the margin is updated correctly.

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Binoj Mukundan 5 on at

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If it is only charges, you can go to inquiries->invoice-> get the invoice and add charge. It will post the entries to the current open period if the figures are reported already and month is closed.

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lally 8 on at

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[quote user="Andre Arnaud de Calavon"]I had a similar requirement. We then created additional lines on the sales orders (minus and new corrected lines. [/quote]

In the above mentioned method , it would post inventory specific ledger transactions (per item) .

@RAHUL,

The only option is Free text invoice in standard AX , but the sales reports does not give the accurate values or you need to modify the system as per your business process.

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André Arnaud de Cal... 301,020 Super User 2025 Season 2 on at

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Hi Lally,

The choice is simple:

- When you don't want to have your sales statistics updated, you can use a free text invoice.

- When you want to have the sales statistics per order(line) you can add additional lines on the sales order.

I don't get your point about Free text invoice being the only option.

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lally 8 on at

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[quote user="Andre Arnaud de Calavon"]I don't get your point about Free text invoice being the only option.[/quote]

Because user does not want to change the Quantities , so i suggest the FTI is only option.

If user want to change the quantities , then your suggestion work.

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André Arnaud de Cal... 301,020 Super User 2025 Season 2 on at

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Hi Lally,

I understand your thoughts. When you enter -10 and +10 there is still no change in the Quantities. But it requires attention and the return lot id on the negative line will determine the cost price. So a bit dangerous, but when using it correctly... your margin should be OK. A bit hassle for sometimes just a few cents...

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Weaveriski 23,620 Moderator on at

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I have undertaken price changes in the plus and minus line approach.

I have also held all invoices and issued proforma invoices prior to a price agreement (lots of mods in held pricing authorization).

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Rahul Shah 2,696 on at

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Hi Lally,

In my case, I used the free text invoice since primary aim was to maintain correct customer balance. So you are right sales statistics (i.e. product margin) will not show correct figures.

Alternatively I also liked the idea of Weaveriski to send proforma Invoices first and later Invoice update all of them at one shot with the new price agreement.

Let me know if you need more input from me on this matter.

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