Processing a Credit Invoice

Ascend AP can process credit invoices, but it’s important to note some restrictions before you get started. It's faster to process a credit if you have the original reference invoice ID.

• Before you start processing
• Identifying a Credit Invoice
• Processing Credits
  • Processing credits with a Reference Invoice
  • Processing credits without a Reference Invoice
• Processing credits with a PO number
  • Finding a Reference Invoice using a PO Number
• Recommendations for faster processing

Before you start processing

Make sure you understand these restrictions before you start processing a credit invoice:

• The Reference Invoice field only shows invoices processed in Ascend AP with an “Approved” status in Workday.
• Workday doesn't allow invoice adjustments against PO lines without referencing the original PO invoice (in the Reference Invoice field). You can enter a PO number in the PO Number field but you can't submit the adjustments for a PO line unless you enter the original document in the Reference Invoice field.
• If you enter a PO number in the PO number field, the Line Workbench does not show the original invoice reference for that PO. Instead, you must select lines from all possible “Approved” reference invoice lines.
• When the document type is set to Credit, PO lines are not shown in the Business Document field or the Line Workbench. Instead, there is a list of all “Approved” invoice lines processed through Ascend AP.

Identifying a Credit Invoice

Ascend AP automatically sets the document type to Credit when it has a negative control amount or has keywords such as “credit note” or “credit statement.” If you notice that a document with this criteria has not been set to Credit, make sure to change the document type.

To manually change the document type:

1. At the top of the document entry page, click the arrow next to the document type.
   
   
   
   
2. Select Credit from the dropdown menu.
   
   

The Adjustment Reason field will show when the document type is set to Credit. This field is required to submit the document.

Processing Credits

It’s faster to process a credit when you have a reference invoice, the Invoice ID of a submitted invoice whose lines match the credit invoice lines, because its lines are available in the Line Workbench and searchable in the Business Document field.

If you don’t have a reference invoice or PO number, you can process a credit like any other invoice or use the Business Document field to help find matching invoice lines.

Processing credits with a Reference Invoice

Use the Reference Invoice field to search for invoices previously submitted through Ascend AP. Once you select the reference invoice, you can search its lines in the Business Document field.

To use the Reference ID field to code lines:

1. On the document entry page, make sure that the Document Type is set to Credit.
2. Enter the Reference Invoice.
   
   
   
   
3. Go to the Credit Lines section and click + Add Line.
4. Use the Business Document field to keyword search for the invoice line. Or, enter a space to view all of the reference invoice’s available lines.
   
   
   
   
5. Select the line you want to use. The line will update automatically.

Processing credits without a Reference Invoice

If you don’t know the reference invoice, you can process a credit like any other Non-PO invoice or search lines using the Business Document field.

Without the reference invoice, the Business Document field shows every possible credit line across all submitted invoices. To use the Business Document field:

1. On the document entry page, make sure that the Document Type is set to Credit.
2. Go to the Credit Lines section and click + Add Line.
3. Use the Business Document field to keyword search the invoice line description. Or, enter a space to view all of the available credit lines from submitted invoices.
   
   
   
   
4. Select the line you want to use. The line will update automatically.

Processing credits with a PO number

Using the reference invoice is the fastest way to process any PO credit invoice. The Reference Invoice field can search invoices that were processed within Ascend AP (not directly in Workday) that have an “Approved” status.

If you have the original invoice ID, enter it in the Reference Invoice field, and the specific lines related to that invoice will show in the Business Doc field and Line Workbench. If you can't find the reference number for a PO invoice, you process the credit manually.

Finding a Reference Invoice using a PO Number

If you don’t have a reference invoice, but have the PO number of an approved invoice, use Advanced Search to find the reference Invoice ID. You must set up the filters to include the PO number and an “Approved” Invoice Status. Your results must include the Invoice ID field.

Recommendations for faster processing

When possible, always enter a reference invoice ID in the Reference Invoice field. If you don’t know the reference invoice for a PO invoice, search for it in the Business Document field. Don’t search for it in the Line Workbench because the invoice lines in the Line Workbench aren’t labeled with a PO number.

If you don’t have the reference for a non-PO invoice, then use the Business Document field to search all of the available invoice lines. The Line Workbench is not available unless there’s a PO number.