Order Acknowledgement , Purchase Order and Invoice revisions #74
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Reference: springup/cmc-sales#74
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Implement revisions like Quotes
We currently have the quote revision system in place. We would like to have the Order Acknowledgement revision system like the quote revision system. This is because sometimes we may confirm an order and then a week later - for example, the customer may revise their order by either deleting or adding items or even canceling the whole order. In that case, we may still raise an invoice when they cancel - and that would be a reduced price - or a cancellation order. We had a recent case where customer cancelled and we charged a small cancellation cost. We then gave him a cancellation cost but then their accounts det still paid the full previous invoice. Please go through the vault at https://sales.cmctechnologies.com.au/enquiries/view/16863 so you can get an understanding of what happened and why we need this.
We currently have the quote revision system in place. We would like to have the Order Acknowledgement revision system like the quote revision system. This is because sometimes we may confirm an order and then a week later - for example, the customer may revise their order by either deleting or adding items or even canceling the whole order. In that case, we may still raise an invoice when they cancel - and that would be a reduced price - or a cancellation order. We had a recent case where customer cancelled and we charged a small cancellation cost. We then gave him a cancellation cost but then their accounts det still paid the full previous invoice. Please go through the vault at https://sales.cmctechnologies.com.au/enquiries/view/16863 so you can get an understanding of what happened and why we need this.
changed title from Purchase Order revisions to {+Order Acknowledgement , +}Purchase Order {+and Invoice +}revisions
For Invoice Revisions - we have a few issues including legal obligations to comply with Tax law. We have to deal with a few issues
A. Changing invoices before they have been issued
B. Changing invoices that have already been issued
C. Being able to Issue Invoices for Multiple payments - progress payments
Chat GPT Says:
In Australia, if you need to change invoices that have already been issued, you should follow specific guidelines to ensure compliance with the country's tax and business regulations. The Australian Taxation Office (ATO) has regulations in place regarding invoices and record-keeping, and making changes to invoices should be done carefully. Here are the steps to follow when changing invoices in Australia:
Assess the need for changes:
Determine why the changes are necessary. This could be due to errors, omissions, or legitimate adjustments. Ensure that any changes are justified.
Communicate with the customer:
It's important to communicate with the customer and explain the reason for the changes. Be transparent and honest about any mistakes or adjustments. Discuss the changes and get their consent if necessary.
Create a new invoice:
It is generally advisable to create a new invoice with the corrected information rather than altering the existing one. This helps maintain a clear audit trail and avoids potential confusion.
Reference the original invoice:
On the new invoice, reference the original invoice number and date, indicating that it is a correction or replacement for the previous invoice. This helps both you and the customer track the changes.
Include a clear description of changes:
Provide a detailed description of what has changed on the invoice, including any corrected amounts, line items, or other adjustments.
Maintain records:
Keep a record of both the original invoice and the corrected invoice for your records. This is essential for your financial records and for demonstrating transparency.
Follow Australian accounting and tax regulations:
Ensure that you comply with Australia's accounting and tax regulations when making changes to invoices. In Australia, invoices must include specific information, and changes may have implications for GST (Goods and Services Tax) reporting. Consult with an accountant or tax professional if necessary.
Send the new invoice:
Once you have made the necessary changes, send the corrected invoice to the customer promptly, and keep a copy for your records.
Monitor payment:
Ensure that the customer receives the new invoice and follows up to ensure that the payment is made based on the corrected invoice.
It's important to handle invoice changes in Australia with integrity and transparency, as they can impact your business's compliance with tax regulations and trustworthiness. Always maintain clear communication with your customers and follow proper accounting and legal practices when altering invoices. Consult with a tax professional or accountant if you have questions or concerns about specific tax implications.
CMCs issues to date
eg1. We made a mistake in a specification or pricing or quantity or the customer changed sec , quantity or added. So what we do is generate a new quote , generate a new order acknowledgment and generate a new invoice and that should flow well.
Problem. The customer now has 2 invoices.
Solutions. We generate a CREDIT NOTE - for the first invoice and Generate a new invoice number. But this doesnt apply to all cases
Solution: We change the errors and resubmit the invoice as a corrected invoice but keep the same number?
I googled this issue and found some suggestions
"Revised Invoice" or "Supplementary Invoice" is prominently displayed on the invoice.
Generally, it is legal to amend an invoice that is missing information or includes an error.
However, you should never delete an invoice if this happens. It is important for auditing reasons that you hold onto records, even if they are incomplete or incorrect. Not only is proper invoicing important for good records, but it also helps protect your business’ cash flow and meet your tax obligations.
We invoice certain projects with progress payments. eg 30% deposit with order, 50% before shipment ex works, and 20% net 30 days. We worked out a nice way with your existing system that we generate in this case 3 separate invoices - and it works really well. We keep the content of the specifications till the last invoice.
Have a look at this inquiry/job so you can see the solution we found. This solution does not give us problems with the customer accounts department because they got 2 separate invoices and 2 numbers. Look at the first few invoices how we just changed the text and said they are deposits.
https://sales.cmctechnologies.com.au/enquiries/view/15758
( you can see in the deposit invoice we write what the deposit is and then grab just text from the quote of all the items) Maybe this grabbing of text could also be automated in future - but not required right now but just letting you know if you need to make programming provisions
Appreciate if you can Help fix CMC Lan invoicing issues,
Purchase order revisions
"This is a revised purchase order CMCPO1234Rev. This replaces the previous CMCPO1234"
Add text to the email / pdf
"This is a revised Order Acknowledgement"
Karl Hi the wording should state
"This is a *REVISED * purchase order CMCPO1234REV1" and also in the PO
header on front page top carry the new REV and then in Brackets (Revised PO)
Or if you have the point system working on the quotes it then goes like this
"This is a *REVISED * purchase order # CMCPO1234.1"
Regards,
Con Carpis
BE Chem
Managing Director
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On Mon, 13 Nov 2023 at 16:19, Karl Cordes (@kzrl) gitlab@mg.gitlab.com wrote:
Implemented Purchase Order revisions on cmc/cmc-sales#111