Understanding the Process to Accept Credit Invoices

After the credit invoice information has been created, you must accept or reject the credit invoice in accordance with the AFIP general resolution.

Accepting credit invoices tells the supplier that you are in agreement with the credit invoices that you have received and documents the original debt. The system cancels the original vouchers and generates new ones to reflect the new obligations.

Vouchers that require a credit invoice must use the payment instrument that is specified in the General Constants program (P76A20).

To approve credit invoices:

1. Approve the voucher for payment.

2. Change the credit invoice status to the one that is required for its acceptance, as established in the status rules.

3. Run the Create Payment Group program (R04570), using the new credit invoice obligation account as the bank account.

   This account must be set up as the bank account in the Bank Account Information program (P0030G). In the data selection of the Create Payment Group program, you must specify the payment instrument for credit invoices. The payment instrument must match the one that is specified in the General Constants program.

   This process generates a new voucher, using the document type that is set up in the Description 02 field of the Special Payment Instruments (76A/PY) UDC table for the corresponding withholding net amounts of the voucher.

4. Use the Print function to issue a payment order for the payment group that you created in the previous step.

   This payment order is used as the acceptance detail that you give to the supplier.

5. To update the payments, create new matching versions of these programs (for example, you could set up a version named ACEPTA001 for each of these programs):

   • Credit Invoice Acceptance (P04571).

   • A/P Auto Payment Register (R76A04

   • F0411 Tag File Maintenance (P760411A).

6. For the F0411 Tag File Maintenance - A program, set up the processing options on the Validate tab in this manner:

   • For processing option 1, enter 1 to incorporate the legal document type in the duplicate-invoice legal-number validation.

   • For processing option 2, specify H as the pay status to use if the invoice legal number is duplicated.

7. Run the Update function using the version of the Credit Invoice Acceptance program (P04571) that you set up.

   The update process:

   • Generates a new type FX voucher for the new obligation that is incurred by the acceptance of the credit invoice.

     The new FX voucher is created with an accepted status; it cannot be modified.

   • Cancels the outstanding amount of the original voucher through an automatic PK payment voucher that has the same number as the payment order.

     The number of the payment order is also assigned to the FX voucher.

   • Issues the corresponding tax withholdings.

   • Updates the credit invoice status in accordance with the status rules.

     Note:

     To cancel the credit invoice, you must create a payment group for the FX voucher.

     If the original voucher was made up of several items, you should create only one FX voucher for the net withholding total.

     If you pay the credit invoice in allotments, you must split the voucher by using the Speed Status Change program (P0411S) at the time you make the payment.

8. Use the Payment With Voucher Match program (P0413M) to locate the payment by using its payment number, and then void the payment.

   The system performs:

   • Verifies that the FX voucher has not been paid.

   • Updates the credit invoice status in accordance with the status rules.

   • Returns the status of the original voucher to pending.

   • Deletes the FX voucher.