Deleting an Invoice Summary and Reversing its AR Adjustment Item

An invoice summary can be deleted if it has no AR tax adjustment applied and not linked to any AR custom transaction. By default, only the Administrator, or standard CFO, and Accountant roles can delete an invoice summary. Other roles should be granted permission to the script, customdeploy_japan_loc_invsummary_ue, before they can delete invoice summaries. For more information, see Granting Permission to Delete Invoice Summaries.

With the right permissions, a role can delete an invoice summary in the following cases:

• even if the period is closed;

• when the accounting period, including the closing date, is open; or

• when the accounting period, including the closing date is closed, provided that Allow Non-GL posting is enabled.

If an invoice summary or a consolidated one has AR tax adjustment applied, you should first enable reversal of the AR adjustment item before deleting that invoice summary. AR adjustment reversal means that when an invoice summary is deleted, GL impact will be reversed or canceled out, the opposite AR adjustment item will be created, and there will be an audit trail, which observes good auditing practices.

To enable AR adjustment reversal, go to the Japan Localization Setup subtab on a Japan subsidiary record for OneWorld accounts, or on the Company Information page for accounts without OneWorld. Under the Invoice Summary section, check the Reverse AR Adjustment box.

With AR adjustment reversal enabled, the following will proceed after clicking the Delete button on an invoice summary in Edit mode:

• GL impact will be automatically reversed.

• The opposite AR adjustment item type will be created. For example, deleting an invoice summary with an AR credit adjustment item will trigger the reversal to create an AR debit adjustment item. Conversely, if AR debit adjustment item is deleted, an AR credit adjustment item will be created. The created AR adjustment item will have the same information as the original item, including accounting segment.

• Items that underwent reversal will be indicated on the Items subtab of the AR adjustment record (serving as audit trail).

• The invoice summary will be completely deleted.

• After AR adjustment reversal is completed, the invoice summary list will be displayed.

In addition, if your account has Use Deletion Reason enabled or checked from Setup > Company > Enable Features, regardless of AR adjustment in the invoice summary, a window is displayed upon clicking the Delete button. In the Deletion Reason field, select a reason for deleting the invoice summary, or type in the reason in the Memo field. After specifying a reason, click Delete.

When deletion is in progress, do not refresh the invoice summary page.

However, if there is no AR adjustment applied to the invoice summary and you delete it, no audit trail will be logged, and the invoice summary will be completely deleted. If there is AR adjustment (item) applied to the invoice summary, but Reverse AR Adjustment was not enabled, the AR adjustment item along with the invoice summary will be completely deleted (no audit trail logged).

Note:

An invoice summary, with or without AR adjustment, and regardless of AR reversal, can't be deleted if:

• It includes a transaction in a closed accounting period.

• Any of its transactions are fully or partially paid; if an invoice summary with a paid transaction is deleted, an error message will be displayed.

General Notices