Invoices submitted by the vendors for payments can end up in ‘Dispute’ due to mismatch between the Invoice, GRN, & PO. Often is the case where invoice that has been submitted has some discrepancies in tax, prices, or quantity that are complicated to amend in short time.

 

In such instances, vendors offer a credit/debit note for that particular PO to balance the amount that has been overpriced or underpriced. The original invoice remains in disputed status and the corrected invoice is submitted for approval to balance with that invoice.

 

Vendors can now create a credit/debit note in the Aerchain portal in two following ways:

 

1. Editing Invoice to resolve the Dispute

Instead of creating a CN/DN, vendors can edit the submitted Invoice after dispute and submit the same Invoice to customer for Payment approvals.

 

  • Supplier can also edit this invoice by clicking on the ‘Edit’ button from the top right corner and enter the correct data in the invoice form.
  • Submit the Invoice again as shown in the below GIF:  
     

 

Once the amended Invoice is submitted, the customer will receive a notification for approval of this Invoice. In case of complexity in the Invoice dispute, vendors can always choose to create a credit or debit note by following the above process.

2. Create credit/debit note for Disputed Invoice: 

  • From the Invoice listing page, click on the Invoice code that requires a CN/DN. The view page for that particular Invoice will be displayed. 
  • In the ‘Overview section’ (1) of the view page, incorrect details in the invoice such as, mismatched columns are highlighted in red color (2)

     
  • A vendor can create a credit/debit note by clicking on the ‘Credit/debit note’ button from the top right corner. In the appearing credit note form, upload the Invoice document and click on the ‘Create’ button.

  • Once the credit/debit note is created it will appear in the credit/debit section of the Invoice section where vendors can view the invoice details and status. As shown below (Image)

 


Once the Invoice is edited or a corresponding CN/DN is created, the status of the Invoice in the listing page and view page changes to On-Hold.


Read here to know how to create a direct Credit/Debit Note for customers

Read here to know more about how to accept Purchase Orders