A customer occasionally deducts values for returned goods on large payments which don’t completely match with invoices that have been sent. When allocating the short payment can we raise an internal debit note to sit on the customer account until such time the value is agreed/approved and a credit can be raised?
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I think, you can create a difference item (with new item check box selected) during the payment creation point. For an example, if you have raised 10000£ invoice and if customer pays only 9000£, you can create a difference item for £1000. Make sure you define IP21 posting control and map both IP2 and IP21 to the same account.
Go to mixed payment and enter transaction line customer payment. Select the customer and enter the actual payment amount. Select the full invoice amount in Matching Transaction section. Create another line and set the New Item check box and enter the balance amount. Approve the payment and see the voucher to understand the entries.
The difference between normal invoice and difference item is the creation point. The difference item will be created during the payment, but, the behavior is same as an open ledger item until it is settled. In this case, this item will represent in subledger as open debit item. Once you raise the actual debit invoice, you can setoff it against the open difference item via mixed payment or via offset window.
Go to mixed payment and enter transaction line customer payment. Select the customer and enter zero value for payment amount. Select your debit invoice and difference item (there is a separate series ID , e.g. CF is standard) in matching level. Then, approve.
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