Vendor Invoice Adjustments & Corrections
Learn how to manage supplier credit memos, billing corrections, price disputes, returned goods, and invoice reversals in iDempiere. This section covers the processes used to adjust or correct supplier transactions while maintaining a complete audit trail.
Process Supplier Credit Memo for Returned or Damaged Goods
Overview
When goods are returned to the supplier due to damage, defects, or incorrect delivery, the supplier issues a credit memo reducing the amount owed. In iDempiere, this is recorded as an AP Credit Memo using the same Purchase Invoice window.
Key Setup / Inputs
| Field in iDempiere | Sample Value | Purpose |
| Target Document Type | AP Credit Memo | Classifies the document as a supplier credit. |
| Business Partner | Britannia Distributor — Chennai | Supplier issuing the credit. |
| Product | BRI-GDBC-200_Britannia Good Day Butter Cookies — 200g | Returned product. |
| Quantity | 20 | Number of units returned. |
| Unit Price | 55.00 | Original purchase price for the return. |
| Tax | CGST/SGST 18% | GST reversal on returned goods. |
Process Flow
Goods returned to supplier with a return delivery note → Supplier confirms receipt and issues credit memo → Finance creates AP Credit Memo in iDempiere with Target Document Type = AP Credit Memo → Adds return product lines with quantity and price → Completes the credit memo → System reduces AP balance.
System Behavior
- AP Credit Memo reduces the outstanding supplier balance.
- Accounting entry reverses the original purchase: Dr AP Liability, Cr Inventory.
- GST input tax credit claimed on the original invoice is reversed proportionally.
- The credit memo can be allocated against future invoices from the same supplier.
Retail Example
20 damaged units of Butter Cookies are returned to Britannia. Finance creates an AP Credit Memo for 20 × INR 55 = INR 1,100 + GST INR 198. Total credit = INR 1,298. This is set off against the next invoice from Britannia.
Outcome
- Supplier balance reduced by the value of returned goods.
- GST input credit reversed correctly.
- Credit available for allocation against future supplier invoices.
Process Supplier Credit Memo for Billing Corrections
Overview
When a supplier overcharges, applies an incorrect price, or issues a duplicate invoice, they provide a credit memo to correct the billing. iDempiere records this as an AP Credit Memo to reduce the outstanding payable.
Key Setup / Inputs
| Field in iDempiere | Sample Value | Purpose |
| Target Document Type | AP Credit Memo | Document type for billing correction. |
| Business Partner | Britannia Distributor — Chennai | Supplier issuing the correction credit. |
| Charge | Billing Adjustment | Charge code for the credit amount. |
| Unit Price | 600.00 | Amount of overbilling to be corrected. |
| Tax | CGST/SGST 18% | GST reversal on the corrected amount. |
| Description | Price correction for Invoice 1000001 | Reference to original invoice. |
Process Flow
- The finance team identifies an overbilling issue on a supplier invoice during invoice verification.
- The supplier is contacted and requested to issue a credit for the excess amount charged.
- The supplier provides a credit memo to correct the overbilling.
- The finance team creates an AP Credit Memo in iDempiere based on the supplier’s credit note.
- The credit amount is entered using either a Product line or a Charge line, depending on the nature of the adjustment.
- The AP Credit Memo is reviewed, completed, and posted to the General Ledger (GL).
- The credit memo is then allocated against the original over-billed invoice, reducing the outstanding payable amount.
System Behavior
- AP Credit Memo reduces the AP liability for the supplier.
- Credit can be allocated against the original invoice or any open supplier invoice.
- GST amount on the credit memo is deducted from the input tax credit.
- The original invoice remains in Completed status — it is not modified.
Retail Example
Britannia charged INR 58 instead of INR 55 for 200 units — an overbilling of INR 600. Finance receives a credit memo for INR 600 + GST INR 108 = INR 708. The credit memo is recorded and allocated against the original invoice.
Outcome
- Overbilling is corrected without modifying the original completed invoice.
- Supplier balance reflects the accurate payable amount.
- GST is adjusted in the input tax records.
Correct an Incorrect Supplier Invoice
Overview
If an invoice was entered with incorrect quantities, prices, taxes, or supplier details, it cannot be directly edited after completion. The correct process in iDempiere is to reverse the invoice using Document Action → Reverse-Correct, then re-enter the accurate details on a new invoice.
Key Setup / Inputs
| Field in iDempiere | Sample Value | Purpose |
| Document Status (Original) | Completed | The incorrect invoice to be reversed. |
| Document Action | Reverse-Correct | Action to reverse the completed invoice. |
| New Invoice – Quantity | 200 (correct) | Corrected quantity on the new invoice. |
| New Invoice – Unit Price | 55.00 (correct) | Corrected price on the new invoice. |
| Description | Correction of Invoice 1000001 | Reference to original invoice for audit. |
Process Flow
- An AP Invoice is found to contain incorrect information after it has been completed.
- The finance team opens the invoice and selects the Reverse-Correct option from the Document Action menu.
- iDempiere automatically creates a reversal document that negates the original accounting entries.
- A new AP Invoice is created with the correct invoice details.
- The corrected invoice is reviewed and completed.
- The new invoice is posted to the General Ledger (GL).
- The reversal and replacement invoice together ensure that the accounting records are accurately corrected.
System Behavior
- Reverse-Correct creates a mirror reversal invoice with opposite signs.
- Original accounting entries are cancelled by the reversal.
- Both the original and reversal documents are retained for audit.
- A new correct invoice is raised as a fresh document.
Retail Example
Invoice 1000001 was entered with 250 units instead of 200. Finance uses Reverse-Correct to void it. A new invoice is created for 200 units at INR 55. The GL and AP balance are corrected automatically.
Outcome
- Original incorrect invoice is reversed without data loss.
- Correct invoice is recorded with accurate amounts.
- Full audit trail is maintained — original, reversal, and corrected invoice all visible.