Validate Invoices "Process as Credit"
Written by Jarrad Sonnenberg
Updated at August 10th, 2023
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Requisition Approval Processing Suite (RAPS)
RAPS Setup RAPS Utilities RAPS Requisition Entry RAPS Requisition Approval RAPS Convert Approved Reqs RAPS Purchase Order Cancel RAPS Delegation Maintenance RAPS Contract Module RAPS Expediting Module RAPS Pre-Revision Quotation Module RAPS - ATC Process (Approval to Commit) RAPS Enquiry by PSA Air Department RAPS Cost Controllers RAPS Unbudgeted/Budgeted RAPS Change Order Mode
- AP - Automated Invoice Workflow
- AP - Payment Approval Management
- Global Upload Program (GUP)
- Document Register (DocReg)
- Rotables / Component Changeout
- PSA Mining Report Suite
- Standard Pronto Modules
- PSA HelpDesk
The system will scan the new credit notes using the same process as scanning invoices.
Invoice is still inside of PSA Air
Once the invoice is in the validate invoices screen, select the correct button.
In this screen, the user needs to validate the invoice number, invoice date, due date, amount. The credit note number has to be identical to the original invoice number.
Once the validation is done, the user the selects process as credit on the right side.
The user now has to post the credit note by pressing the post one button on the right side.
Once the credit note is posted, the invoice will disappear from the PSA Air - Invoice Register screen.
The credit note will not process through PSA Air the same way that an invoice does. This completes the credit notes process.
Invoice is outside of PSA Air
Once the invoice is in the validate invoices screen as shown above, select the correct button.
In this screen, the user needs to validate the invoice number, invoice date, due date, amount. The credit note number has to be identical to the original invoice number.
Once the validation is done, the user the selects process as credit on the right side.
The credit note GL coding screen will then appear as show below.
The user must now select either a PO number or a GL account number by clicking on the 
or pressing F2. If selecting a PO number, it has to be in status 75 goods returned.
When the remaining amount to allocate is 0, the user needs to hit the escape button to exit out of this screen to go back to the previous one.
The user now has to post the credit note by pressing the post one button on the right side.
The credit note will not process through PSA Air the same way that an invoice does. This completes the credit notes process.
Processing partial credits - Invoice is still inside of PSA Air
When posting a partial credit note for an invoice that is still in PSA Air the process is slightly different then when posting a full credit note. If the user is posting a partial credit note for an invoice that is outside of PSA Air, the process is the same as explained above.
The below screenshots from the PSA Air - Invoice Register - Finance module shows the full amount in the invoice still inside of PSA Air.
Going back to the PSA Air - Validate invoices screen, below is the credit note processed the same way as described in the “Invoice is still inside of PSA Air” explanation above.
Once the credit note is posted, the invoice below in the PSA Air - Invoice Register - Finance module is reduced by the amount of the partial credit note as shown below.
The user now needs to hit invoice authorize.
A variance will exist due the to partial credit note posted. PSA Air will auto populate the correct GL account for variance option “O”. The user should use option “O” to ensure accurate GL postings.
