The Redlining feature allows you to indicate on the invoice that a missing item will not be added to your inventory, while simultaneously generating a credit for that item or items. After the credit is created, you have the option to email it directly to your vendor to keep them informed.
*To edit item information without creating a credit, click the item's blue name.
How to use Redlining.
Once an invoice is in the reconciled phase (when you are done mapping) you will notice a red pen tool.
The icon will show to the right of each item. You would use this red pen icon to note the credit. Click the pen tool to the right for the item you did not receive.
A window will pop up and you can adjust the qty, this will adjust the Amount field but if needed you can also adjust the amount and PU Price Field.
Click Adjust Invoice Item once you have made your corrections and this will save the changes. Redlining will adjust the inventory in stock (Ex. No Grape tomatoes will be added to inventory) to what you set the QTY to when you redlined. Then you will see the amount you should pay in red once the items you did not receive are taken off. Since the redlining adjusts your inventory all that is left is to either create a credit memo or to short pay.
After finishing red-lining your items, you will have one of two options when approving the invoice if you have Books.
- Short Pay
- Approve & Generate Credit Memo
Choosing "Short Pay" will generate a Bill with the Redlined amount at the bottom of the invoice and should only be used when you want to be billed for only what was received.
Choosing "Approve & Generate Credit Memo" will generate a Bill for the full invoiced amount. This is a better option if you expect to be credited for the missing product at a later date. This also creates a Credit Memo that can be sent to the Vendor to request a credit invoice for the billed amount that was not received. Please refer to your store's processes and the laws in your state when deciding whether to Short-Pay or generate a Credit Memo for the difference.
For more information on Credit Memos please see the article titled "Credit Trackers".