An error occurred while working on an invoice?
Don't worry, you will find below the explanation and how to deal with it.
Here is also a list of all the invoice validation rules (for Administrators only) that may help you:
if you try to force the balance of the bill without giving a reason.
Donnee_comptable_de_la_raison_sociale
if you try to add accounting data that is not linked to the same corporate name as the invoice.
if you try to add accounting data that is not linked to the same account as the invoice.
Echeance_anterieure_a_date_de_facture
if you try to enter a due date before the invoice date (not applicable after Fall'20).
Emission_impossible_dans_le_futur
if you try to issue an invoice at a date later than today.
if you try to link an opportunity and an invoice that do not have the same account.
Can't find the error message in this article?
Perhaps it is related to another object? Please consult the list Explanation of error messages related to Frisbii objects.
If not, please contact our support team.
Creating an invoice
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Enter a due date before the invoice date (not possible after the Fall'20 release)
Message: The due date cannot be earlier than the invoice date
Explanation: Thanks to the validation rule Echeance_anterieure_a_date_de_facture you cannot save an invoice if you have entered a due date that is before the invoice date.
The due date indicates the date on which the invoice amount becomes due. This means that it cannot be before the invoice date.
How to deal with this message:
Please indicate a due date higher than the invoice date in order to save your record.
How to avoid this problem in the future:
If this message occurs frequently, please explain this rule to the Frisbii users in charge of invoicing.
You can also modify the message of the validation rule, to make it clearer for your users.
Add accounting data not associated with the same corporate name as the invoice
Message: The accounting data entered is not associated with the corporate name of the invoice.
Explanation: If you use more than one corporate name, the accounting data may be associated with a different corporate name than the one on the invoice. Thanks to the validation rule Donnee_comptable_de_la_raison_sociale you cannot save an invoice if you have entered an accounting data that is not linked to the same corporate name.
This avoids linking the wrong accounting data to the invoice.
How to deal with this message:
(1) You made a mistake when adding the accounting data. Please select the correct accounting data, the one associated with the same corporate name.
(2) The user who added the accounting data made a mistake when creating it. In this case, you can contact this person in order to correct this error.
Attention: There are potentially already records of other invoices linked to this accounting data. If you change the corporate name on an accounting data that was already used, you may:
(1) have errors when modifying the corporate name
(2) cause errors for other users
Please anticipate this by communicating with the rest of the team.
How to avoid this problem in the future:
Please review the management of accounting data if your users often make mistakes.
Perhaps you can agree on a prefix for each accounting data name, which would help to distinguish them.
Add accounting data not associated with the same account as the invoice
Message: The accounting data entered is not associated with the invoice account.
Explanation: Thanks to the validation rule Donnee_comptable_du_compte you cannot save an invoice if you have entered accounting data that is not associated with the same account.
This avoids linking the wrong accounting data to the invoice.
How to deal with this message:
(1) You made a mistake when adding the accounting data. Please select the correct accounting data, the one associated with the same corporate name.
(2) The user who added the accounting data made a mistake when creating it. In this case, you can contact this person in order to correct this error.
Attention: There are potentially already records of other invoices linked to this accounting data. If you change the corporate name on an accounting data that was already used, you may:
(1) have errors when modifying the corporate name
(2) cause errors for other users
Please anticipate this by communicating with the rest of the team.
How to avoid this problem in the future:
Please review the management of accounting data if your users often make mistakes.
Perhaps you can agree on a prefix for each accounting data name, which would help to distinguish them.
Modifying an invoice
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Update an issued invoice
Message: Updating is not possible on the Invoice, as it is issued. The fields Reference, Account, Issuer and Invoice date cannot be modified.
Explanation: The french law requires us to lock certain fields of an issued invoice so that they cannot be modified. If you are issuing from a french corporate name, this is mandatory.
How to deal with this message:
If you have issued an incorrect invoice, you can create a credit note to cancel this invoice (see Cancellation of an invoice issued with a credit note), and then issue a new invoice with the correct information.
Please note that this does not cancel the reference number of the erroneous invoice which still exists for accounting purposes, its chronology must still be respected.
How to avoid this problem in the future:
We recommend that you check each invoice carefully before issuing it.
You can set up validation rules, which prevent registration if the criteria are not met,
You can create an approval process, if you prefer to have one or more people pre-approve invoices.
Update a locked invoice
Message: Updating is not possible on the Invoice, as it is locked.
Explanation: The invoice is locked following manual issue, but also following issue by an automated system (flow/process builder), using the Lock button.
How to deal with this message:
Contact your administrator to authorise the unlocking of issued invoices, from the Frisbii administration panel. Then, by clicking on the Unlock button, you can unlock the invoice.
However, after unlocking, some fields still cannot be modified, in accordance with the regulations (FR).
How to avoid this problem in the future:
If the locking is done by a process, you can integrate in the process to unlock the invoice by using the Locked invoice checkbox, which should be set to False.
If the locking is done after the invoice has been issued, please check the Update an issued invoice section.
Change the status of the invoice
Message: The invoice has been issued: it cannot be redefined as a draft.
Explanation :
Once an invoice has been issued, it cannot be cancelled.
Please check the Update an issued invoice section.
Omit an invoice that has already been paid
Message: The invoice is already balanced: it cannot be marked as omitted.
The Omitted checkbox allows you to declare the invoice as an exception, for example not to display it in your reports/dashboards (by filtering this field).
But if there is already a payment linked to this invoice that is not pending (it has been paid), you can no longer declare the invoice as omitted.
How to deal with this message:
First check why the invoice was reported as omitted and whether the payment was created in error. Then you should ask yourself these questions:
Was this invoice sent to the customer?
If so, should a credit note be issued because the invoice was incorrect (reason for marking it as omitted)?
Who set up the payment? What was the intention of this user?
You need to review your business need and processes:
What are the criteria for omitting an invoice from your reports?
Is the decision made at the right time?
Is it possible to automate the process of omitting an invoice according to specific criteria?
Is the process of creating a settlement defined and clear to everyone?
Force the balance of the invoice
Message : Please fill in the reason for the forced balance of the invoice.
Explanation: Forcing the balance of the bill is a manual intervention. Once done, we may not remember why this decision was made.
To ensure the transparency of this action, the validation rule Controle_solde_facture avoids forcing the balance without filling in the reason in the Reason for invoice balance field.
How to deal with this message:
Enter the reason why the balance was forced.
You can theoretically deactivate the validation rule, but we strongly advise against doing so in order to keep a record of the reason. We recommend that you explain to Frisbii users the value of noting the reason why a balance has been forced.
Issuing an invoice
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Issue an invoice at an earlier date than the date of the last invoice issued
Message: Invoice date prior to last issued invoice date. Chronology problem.
Explanation: The French law requires us to ensure that the chronological numbering of invoices remains continuous and unbroken (here is the article on the subject of Invoice numbering).
Issuing an invoice before the date of the last invoice issued is contrary to the obligation of continuous chronological numbering.
How to deal with this message:
First, the date of the last issued invoice must be checked:
(1) The Numbering period object allows you to see the number of the next invoice and the date of the last issued invoice.
(2) Another way is to check this in an invoice list view, filtering on the issued invoices and sorting by invoice date.
Then there are two possible cases:
(1) either an invoice has been issued by mistake in the future. Please see Delete an issued invoice.
(2) or you made a mistake when filling in the date, and you can only invoice on the last issued invoice or a later date. If this date is too far in the future, please contact Frisbii Support.
How to avoid this problem in the future:
Your Salesforce administrator can enable the validation rule Emission_ impossible_dans_le_futur that will prevent an invoice from being issued with a date greater than today's date.
If this validation rule is too restrictive for your business need, you can create a similar rule that fits your business case.
Issue an invoice in the future
Message: You cannot issue an invoice with an invoice date in the future.
Explanation:
The validation rule Emission_impossible_dans_le_futur prevents an invoice from being issued with an invoice date greater than today's date. By default, this validation rule is disabled. Your Salesforce administrator can enable it to avoid the previous error message.
How to deal with this message:
Please change the invoice date to a date between the last issued invoice date and the current date.
First, the date of the last issued invoice must be checked:
(1) The Numbering period object allows you to see the number of the next invoice and the date of the last issued invoice.
(2) Another way is to check this in an invoice list view, filtering on the issued invoices and sorting by invoice date.
How to avoid this problem in the future:
Please communicate and explain this rule to Frisbii users, or, if this validation rule is too restrictive for your business needs, your Frisbii administrator can create a custom rule.
Warning: Disabling this rule may lead users to issue an invoice in the distant future and you may receive the previous error message.
Issue an invoice generates a "Duplicate reference" error
Error when updating invoice ... name. Error message "Duplicate value found: sofactoapp_Reference__c duplicates value on record with id: ...
Update failed. First exception on row 0 with id..., first error: FIELD_CUSTOM_VALIDATION_EXCEPTION. Error when updating invoice ... name. Error message "duplicate value found: sofactoapp__Reference_c duplicates value on record with id:...
Explanation:
You try to issue an invoice and you get the error message described above. The origin of the problem comes from your numbering period which is accessible via the Company name. In the field Invoice number the next invoice number is specified. If, as a result of a manual manipulation, not the next number but the current invoice number is entered, the algorithm tries to assign a reference that has already been given to the previous invoice for a second time.
This is why the message describes a duplicate problem.
How to handle this message:
Check the reference of the last issued invoice in the Invoice tab.
Then go to the Company name tab.
Open your current numbering period.
Compare the information in the Invoice Number field of the numbering period with the Reference field of the last issued invoice.
Attention:
(1) The number in the Invoice number field must match the last digits of the +1 reference.
(2) This is also valid for credit notes.
How to avoid this problem in the future:
We advise you to avoid manual modifications of your numbering period once the invoicing is in progress.
Issue an invoice from a Person Account
The fields Name, Shipping Address and Billing Address are mandatory . Please fill them in[]
Explanation:
You try to issue an invoice and you get the error message described above.
This message indicates to fill in the fields: Shipping Address and Billing Address which are mandatory fields on the account.
How to deal with this message:
Go to the concerned account (person account).
Check the page for the "Billing Address" and "Shipping Address" fields. In some cases, the shipping address is not displayed or is replaced by the mailing address. If the billing address and/or shipping address is/are not displayed:
Go to Setup > Object manager > Person account
Page layout: click<> drag the missing "billing address" and/or "shipping address" field to the appropriate section, then save.
Then go back to the person account and fill in the information (Street, Postal Code, City and Country). You can issue again.
We advise you to set up and fill in on all your person accounts all fields regarding: Shipping Address, Billing Address (Mailing Address is not mandatory).
When (un)locking the invoice / credit note
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Lock an invoice / credit note
Message: An error occurred when locking the credit note/invoice: insufficient privileges.
Explanation:
The Salesforce Insufficient Privileges error is displayed if you do not have appropriate access at various levels. In this example, your profile or permission set prevents you from locking an invoice record.
How to deal with this message:
As this is a Salesforce error, please follow the recommendations published by Salesforce: Resolve Permission and Object-Level Access Errors
How to avoid this problem in the future:
Please check the access to objects by Frisbii user profile/permission set.
Unlock an invoice / credit note
Message: A problem occurred when unlocking the credit note/invoice: insufficient privileges.
Explanation:
Please read the section Lock the invoice/credit note .
Invoices linked to a subscription
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Update certain fields in an invoice
Message: Cannot be updated: the Account, Company Name and Catalogue fields must be consistent with the Subscription.
Explanation:
The invoice you want to modify was created from a subscription.
This subscription has been set up for a certain account, from a certain corporate name and taking into account a certain price book. To keep consistency for your customer and for your accounting, you cannot modify these three fields on this invoice.
How to deal with this message:
Either you have made a mistake in your change request. You must therefore cancel it and use the invoice as it is.
Or you wanted to use an invoice for another case than the one initially planned (for another customer or from another corporate name).
If it is a permanent change, for example: the customer has been bought by another company, or another corporate names takes over the subscription with this customer, then you must stop the current subscription and create a new one.
You can use the Clone button on the subscription to help you do this.
If it is a temporary change, for example: you need to add a product to an invoice that is not part of the price book, the recipient of the subscription is temporarily different, the customer will be temporarily invoiced by another of your corporate names.
You must either create an ex-nihilo invoice or create a new subscription to support these temporary changes.
How to avoid this problem in the future:It depends on why you need to change these fields.
If you are experiencing this problem often, you may want to make subscriptions over a shorter period of time, so that you can change these fields each time a new subscription is created.
Good practice would be to analyse why you need to change the account, price book or corporate name of a subscription so often and review the business process for these changes.
Use a different currency from that referenced by the subscription
Message: It is not possible to use a currency other than the one referenced by the subscription.
Explanation:
A subscription represents an agreement between you and your customer. You cannot use a different currency on an invoice for a subscription than the currency of that subscription.
How to deal with this message:
You made the currency change request by mistake, cancel it.
You previously agreed with your customer on a certain currency, or you thought you did, but this has changed, or you were mistaken about the subscription, in which case you should :
- End this subscription,
- Delete the draft invoices attached to this subscription,
- Copy the subscription using the Clone button,
- Change the currency and dates,
- Generate the billing schedule.How to avoid this problem in the future:
If currencies are often changed by mistake, you should train users and adapt page layouts to help them.
If it is an input error when creating the subscription, you can implement:
either a validation rule, for example to have the same currency on the subscription as the opportunity or offer, or
or you can create an approval process, if someone needs to check the currency before creating the subscription and generating the schedule.
Issue an invoice related to a subscription in draft status
Message: The invoice cannot be issued because the linked subscription is in a draft state.
Explanation:
If the subscription is not activated, it is not ready to be invoiced. For example, the customer has not yet signed the contract or certain details have yet to be completed.
Blocking the issue prevents invoices from being issued incorrectly.
How to deal with this message:
If, according to your business process, the subscription should have already been activated, you need to change its status (Draft > Activated).
Also, be sure to check invoices that have already been generated before issuing them.
How to avoid this problem in the future:
You can set up a business process for all users: check the subscriptions in draft status, and once validated, set them to activated status.
If your business process requires certain fields to be filled in, please set up validation rules or make these fields mandatory.
Invoices linked to an opportunity
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Link the invoice to an opportunity that is not linked to the same account as the invoice
Message: This opportunity is not linked to the account to which this invoice is linked.
Explanation:
If you link an invoice with an opportunity, it is logical - in most cases - that both objects share the same account.
This is checked with the validation rule Opportunit_du_compte.
How to deal with this message:
(1) Either you have made a mistake in selecting the opportunity. In this case, you have to choose the right record.
(2) Or you have an exceptional case where you have to link an opportunity to an invoice that does not have the same account.
In this case, please review your internal process, and create (with your Salesforce administrator) a validation rule that corresponds more to your business case.
How to avoid this problem in the future:
For case (1) you can consider creating invoices from opportunities, which allows you to find the right information directly on the invoice. Alternatively, you can name your opportunities with a meaningful prefix, which indicates the account and communicate a procedure for choosing the right opportunity.
For case (2), please see your Salesforce administrator for the creation of validation rules.
Change the currency
Message: The currency used should be consistent with the currency of the opportunity.
or It is not possible to use a different currency from the one referenced by the opportunity.
Explanation:
An opportunity represents an agreement between you and your customer. You cannot select a currency on the invoice other than that defined in the opportunity.
How to deal with this message:
If this invoice is the only one linked to the opportunity, you can change the currency - in agreement with your customer - on the opportunity, and then on the invoice.
If there are several invoices in draft linked to the opportunity, you need to make a decision for all the invoices to remain consistent between the opportunity and the linked invoices.
How to avoid this problem in the future:
If you often encounter this problem, you should review the issues with your clients when creating the opportunity. Once you have decided on a currency, it should be maintained throughout the billing process.
Modify the price book
Message: The price book should be consistent with that of the opportunity.
Explanation:
As mentioned above, an opportunity represents an agreement between you and your client. This agreement is based on a certain price book, so there must be consistency between the price communicated on the opportunity and the price displayed on the invoice.
How to deal with this message:
If you have communicated the prices to your customer, it makes sense to keep the same price book on the invoice.
If the price book has changed in the meantime, the price book should be changed first on the opportunity and then on the invoice.
How to avoid this problem in the future:
Make sure that the introduction of a new catalogue is transparent to the sales and billing team.
If you have identified a communication problem at this level, put in place a business process to avoid unpleasant surprises.
Synchronise the invoice with an opportunity
Message: Synchronisation is not possible, as the invoice is not linked to an opportunity.
Explanation:
As between the quotation and the opportunity, the synchronisation between the invoice and the opportunity is only possible, if the invoice is linked to an opportunity.
How to deal with this message:
You can create this link by searching for an opportunity via the Opportunity search field in the Related Object section of the invoice.
How to avoid this problem in the future:
If you create invoices directly from your opportunities, the opportunity field of the invoice is automatically filled in.
Synchronise the invoice (with invoice line items) with an opportunity
Message: Please note that the synchronisation will fill in the opportunity products in the invoice line items, but will delete the existing invoice line items. Do you confirm this operation?
Explanation:
The aim of synchronisation is to find the same information in both objects.
It should be noted that the opportunity has priority in this synchronisation. This implies that information already filled in on an invoice is deleted during synchronisation, especially existing invoice line items.
How to deal with this message:
If you do not want to lose this information, you must manually create the opportunity products that correspond to these invoice lines before synchronisation.
How to avoid this problem in the future:
If you create invoices directly from the opportunities, both objects contain exactly the same information.
Then be sure to modify the opportunity products first.
If you want the two records (opportunity/invoice) to contain different information, you can also stop the synchronisation by removing the opportunity from the invoice.
In this case, you should review your business processes to better handle this exception from the start.
Invoice line items
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Create an invoice line item on a locked invoice
Message: The invoice line item cannot be created, as the invoice is locked.
Explanation:
The invoice is locked after issue.
Adding an invoice line (potentially) changes the invoice amount which is a non-editable field.
Please read the section Updating an issued invoice.
How to deal with this message:
As mentioned above, you cannot change certain fields after the invoice has been issued.
If you have issued an incorrect invoice, please create a credit note for that invoice and then create a corrected invoice (Cancellation of an invoice issued with a credit note).
How to avoid this problem in the future:
If you want to systematically modify issued invoices, please review your business process, in order to validate the data of an invoice before issuing.
Update an invoice line item on a locked invoice
Message: The invoice line item cannot be updated, as the invoice is locked.
Explanation:
As explained in the previous point, it is not possible to modify certain fields in an invoice line after the invoice has been issued.
Here is the list of fields affected by the lock:
Invoice (do not re-assign the invoice line to another invoice)
Unit price
Quantity
Percentage
Discount rate
VAT (%)
How to deal with this message:
If you want to change these fields on the invoice line, the advice is the same as for the previous point: please create a credit note linked to this invoice and then create a corrected invoice.
How to avoid this problem in the future:
If you want to systematically modify issued invoices, please review your business process, in order to validate the data of an invoice before issuing.
Delete an invoice line item
Message: The invoice line cannot be deleted, as the invoice is locked.
Explanation:
Like adding an invoice line, deleting changes (potentially) the amount of the invoice, thus a field that is not editable.
Please read the Updating an issued invoice section.
How to deal with this message:
If you want to change these fields on the invoice line, the advice is the same as for the previous point: please create a credit note linked to this invoice and then create a corrected invoice.
How to avoid this problem in the future:
If you want to systematically modify issued invoices, please review your business process, in order to validate the data of an invoice before issuing.
Change the product of the invoice line item
Message: The product of the invoice line item must belong to the price book of the invoice.
Explanation:
To ensure consistency between the invoice line items and the invoice, the same price book must be applied to the invoice and the associated invoice line items.
How to deal with this message:
Ensure that the price book is identical on the invoice and all invoice line items.
How to avoid this problem in the future:
If you often encounter this problem, it may be time to review your price books and see if the relationship between products and their price books makes sense.
Here are the best practices recommended by Salesforce.
Change the price book of the invoice
Message: Changing the invoice price book will remove the invoice line items from your invoice that are linked to a Product. Do you confirm this operation?
Explanation:
As explained before, you need to ensure consistency between the invoice line items and the invoice.
If you change the price book on the invoice, the products added to the invoice line items will belong to a different book. Therefore, the invoice line items are deleted.
How to deal with this message:
If you really want to change the price book, you will have to create new invoice line items linked to the same price book.
If this is not your intention, you can cancel the operation.
How to avoid this problem in the future:
Please review your internal process for creating invoices.
For example, provide Frisbii users with best practices for choosing the right price book. Here are the guidelines for sharing price books from Salesforce.
Change the currency on the invoice
Message: Changing the currency will remove the invoice line items from your invoice that are linked to a product. Do you confirm this operation?
Explanation :
If you have activated the multi-currency option in Salesforce, the revenues are linked to a certain currency.
If you change the currency of the invoice, the currency of the revenues in the invoice line items no longer corresponds to the new currency. As a result, the invoice line items are deleted.
How to deal with this message:
If you really want to change the currency, you will have to create new invoice line items with this new currency.
If this is not your intention, cancel the operation.
How to avoid this problem in the future:
Please review your internal process for creating invoices.
For example, provide Frisbii users with best practices for choosing the right currency.
When creating the PDF of the invoice
Message: Please select an invoice template for your corporate name.
Explanation:
Without a default invoice template filled in for the corporate name, you cannot create the invoice PDF. The invoice template defines how the invoice fields are displayed on the PDF.
How to deal with this message:
Go to the Corporate Name tab to set up a PDF template.
You can follow this article: PDF templates - How to set up packaged templates.
How to avoid this problem in the future:
Once you have set up the invoice template on the Corporate Name, you will no longer see this error message.
When deleting an invoice
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Delete an issued invoice
Message: The invoice cannot be deleted as it is issued.
Explanation:
The French law requires us to ensure a "unique number based on a continuous chronological sequence" per invoice. Therefore, deletion of an issued invoice is not allowed, as this would break the continuous chronological numbering.
How to deal with this message:
If you have issued an incorrect invoice, you can create a credit note to cancel this invoice, and then issue the corrected invoice (see Cancellation of an invoice issued with a credit note).
Exceptions:
1) If you have issued an invoice in the future, this prevents you from issuing an invoice at an earlier date than that invoice in the future.
2) If you wanted to test a new automation / feature / PDF template on your production org, and these test invoices prevent the correct numbering of your invoices.
In both cases, our support team can intervene to remove the invoice that is interfering with the proper issuing of invoices. There are two conditions for this intervention:
(1) We need a letter from your accountant, explaining why you want to delete this invoice, including the invoice reference.
(2) The first time this problem occurs, the intervention will be free of charge.
After that, we will send you an offer for a Support contract.
How to avoid this problem in the future:
We recommend that you check each invoice carefully before issuing it.
You can set up validation rules, which prevent registration if the criteria are not met,
You can create an approval process, if you prefer one or more people to pre-approve invoices.
Delete an invoice in pre-approved status
Message: Invoice {0} cannot be deleted because Status = Pre-approved. (Please change the status to Draft first)
Explanation: As explained in this article Pre-validation of invoices, pre-validation of the invoice prevents the invoice from being deleted when a schedule is generated.
This is why it is by definition impossible to delete an invoice that is in this state.
How to deal with this message:
Please set the invoice to draft status so that it can be deleted.
How to avoid this problem in the future:
Explain the pre-validated status to Frisbii users by sharing the article mentioned above. You can adapt your internal process accordingly.
When generating a credit note
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Generate a credit note from a draft invoice
Message: A credit note cannot be generated from a draft invoice.
Explanation:
A credit note can only be generated from an issued invoice, i.e. a validated invoice that cannot be modified.
How to deal with this message:
As the invoice is not issued, you can still make changes directly on the invoice.
If you have already sent the invoice to the customer, contact your customer and ask them to disregard it.
How to avoid this problem in the future:
You need to review your business process if you want to :
either issue credit notes on a draft invoice, which implies that you are used to sending draft invoices to customers,
or correct a draft invoice (which can still be modified) with a credit note, because this is not necessary.
Generate of a credit note from a credit note
Message: A credit note cannot be generated from another credit note.
Explanation:
By definition, a credit note is a document issued by the seller to cancel an incorrect invoice or to refund a purchase. It is therefore not logical to generate a credit note from a credit note.
How to deal with this message:
Either you want to cancel a credit note, in which case you can simply create a new invoice, or you have made a mistake, and you need to go to the correct invoice to create the credit note from it.
How to avoid this problem in the future:
If users often make mistakes, internal training to explain good practice is probably necessary.
Create a credit note of the type Additional discount or Discount
Message: Please enter a percentage greater than 0.
Explanation:
When creating a credit note, you can choose the type on the page Creating a credit note from the invoice. If you choose the Additional discount or Discount types, you must enter the additional discount or the discount rate in percentage. If you enter 0%, you will receive the message, as this implies that you are creating a credit note with an amount of 0€.
How to deal with this message:
Please enter a value greater than 0 or cancel the operation.
How to avoid this problem in the future:
Thank you for explaining how the sub-types of credit notes work to Frisbii users, to avoid this kind of error, using this article Cancellation of an invoice issued with a credit note.
When changing a credit note
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Update an issued credit note
Message: The update is not possible on the credit note, because the credit note is issued. The fields Reference, Account, Initial invoice and Corporate name cannot be modified.
Explanation:
A credit note is a record of the Invoice object with the Credit Note type.
The same rules apply as for the invoice: Updating an issued invoice.
How to deal with this message:
Unlike the invoice, you can cancel an incorrect credit note by issuing an invoice.
How to avoid this problem in the future:
We recommend that you check each invoice carefully before issuing it.
You can set up validation rules, which prevent registration if the criteria are not met,
You can create an approval process, if you prefer to have one or more people pre-approve assets.
Update a locked credit note
Message: Updating is not possible on the credit note, as the credit note is locked.
Explanation:
A credit note is a record of the Invoice object with the Credit Note type.
The same rules apply as for the invoice: Updating an issued invoice
How to deal with this message:
Unlike the invoice, you can cancel an incorrect credit note by issuing an invoice.
How to avoid this problem in the future:
Please refer to Updating an issued invoice
Change the status of an issued credit note
Message: The credit note has been issued: cannot be redefined as a draft.
Explanation:
A credit note is a record of the Invoice object with the Credit Note type.
The same rules apply as for the invoice: Updating an issued invoice
How to deal with this message:
Unlike the invoice, you can cancel an incorrect credit note by issuing an invoice.
How to avoid this problem in the future:
Please refer to Updating an issued invoice
Lock the credit note in draft status
Message: The credit note is in draft status. It cannot be locked.
Explanation:
You cannot lock a credit note that is in draft status.
The purpose of this status is to allow editing.
If you have finished editing the credit note, you can lock it by changing the status to Issued.
How to deal with this message:
If you have finished editing the asset, you can issue it to lock it.
How to avoid this problem in the future:
If you want to prevent certain users from changing the records of the invoice (the credit note being a credit note type invoice), you can change the rights for this object in the profiles or permission sets.
When deleting a credit note
Message: The credit cannot be deleted, as it is in an issued status.
Explanation:
A credit note is a record of the Invoice object with the Credit Note type.
The same rules apply as for the invoice: Delete an issued invoice.
How to deal with this message:
You can cancel an incorrect credit note by issuing an invoice.
How to avoid this problem in the future:
Please refer to Updating an issued invoice