The rate sheet crediting feature allows you to credit all invoices affected by a reduction, increase or removal of a rate change at the Invoice Rate Sheet level. This reduces the amount of manual adjustments required.
⚠️ Important: The crediting feature Module & Function needs to be enabled by Access Support before you can use this feature.
Once the crediting feature is enabled in Modules & Functions, a Rate Sheet Versions column is added to the Invoice Rate Sheet Revisions area. This allows you to create revisions from the same date with different revision numbers.
Access the rate sheet revisions
The Ver. column has been added to the Invoice Rate Sheet grid.
To access the rate sheet revisions, follow these simple steps.
Click Settings, then click Finance.
Click Invoice, then click Rate Sheets.
Open the rate sheet you want to view.
Click Revisions.
Once a new Revision is created, it'll have a default Version of 1. All subsequent Revisions created with the same from date have the Version incremented by 1 each time to indicate which revision is the latest.
View credits
⚠️ Important: The Invoice – Crediting Module & Function needs to be enabled by Access Support before you can use this feature.
Once you are on the revisions page, you'll see a view option in the top-right corner to filter by general or credits.
The view options are:
General - Default option showing the grid as per existing functionality.
Credits - Shows additional credit-specific columns.
When the view is set to Credits, the following new columns are visible:
Credit Status - Advises whether the values have been credited or not. A tick indicates the invoice has been credited; no tick indicates no credit has been produced.
Apply Credit - Depending on the status of the Credit Status checkbox, it displays Credit when Credit Status is checked, or Applied when Credit Status is unchecked.
Update the invoice rate sheet value
You can update the invoice rate sheet value on the revisions page by following these steps.
In the top right, change the view dropdown to Credits.
Select the relevant revision, then click the green button.
Click Copy, then click Revision.
Enter the relevant details, then click save.
Field | Description |
From Date | The date the new or edited rates apply from. |
Reason | A description of why the change is being made. |
Uplift invoice | Do the new invoice rates increase or decrease by a certain percentage? If not, enter 0, then manually enter the new values in the latest revision. |
If you've placed a 0% against the newer copied revision, you can manually change the rates by following these steps.
Select the new Revision, then click the Details tab.
Click Edit Rates, then update the rates as required.
Click save.
Credit and regenerate invoices
When a change in a rate sheet requires the affected invoices to be credited and regenerated, follow these steps.
📌 Note: A revision can only be credited once. If a subsequent crediting of a rate sheet revision is required, a new revision needs to be created and credited.
Select the Credits view of the Rate Sheets Revision.
Click the Credit? link for the rate sheet revision you want to credit.
🤓Tip: A dialogue box appears, which indicates the number of invoices that can be credited by changing the rate sheet.
Click Confirm to proceed, or click Cancel to stop the action.
When you click Confirm, a progress bar page is displayed, and you are taken to the rate sheets page. The Credits view then indicates that the new revision or version has been applied.
View and update credited invoices
To get started, navigate to the invoice management screen by following these steps.
Click Finance.
Click Invoice.
Click Management.
On the Invoice Management screen, the period with the invoices affected by the rate sheet change now has a status of Update?
When viewing an individual invoice, the credit and subsequent debit generated by the rate sheet credit process are displayed with the corresponding invoice revision number.
To regenerate the invoice to the revised values, follow these steps.
Locate the relevant invoice period.
Click Update?.
The subsequent invoice regenerates to the revised values if applicable.