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Create dispute codes

This is where you set up the codes you want to use when you mark your invoices or credit notes as disputed. Using dispute codes allows you to show the reasons for disputing an invoice or credit note. These could be waiting on proof of delivery or a price dispute.

Each Dispute code has a reference code and description. This makes it clear why the invoice or credit note is being disputed.

While an invoice it is disputed it is put on stop. This means the invoice is not posted to the Purchase Ledger or Nominal Ledger.

You can resolve disputed invoices by:

• Deleting them.
• Accepting them.
• Entering a credit note against them.
• Writing them off.

To create and maintain dispute codes

Open: Purchase Order Processing > POP Maintenance > Disputed Invoice Codes.

Add a dispute code

1. Click Add.
2. Enter the unique code.
3. Enter the name to describe the type of dispute.

Each dispute code has its own unique code. The code is limited to 20 characters. A dispute code may also have its own name, which is limited to 60 characters. Codes and names can contain numbers and letters.

4. To allow disputed values to be written off, select the Allow invoice and credit discrepancies to be written off option.
5. Click OK.

Edit a dispute code

Once you created a dispute code, you can only change the description or the option to allow disputed values to be written off. You cannot amend the reference code.

If you want to change the reference code, you must delete the dispute code and set up again with the correct reference code.

If you have applied the dispute code to an invoice, we recommend that you create a new dispute code, then change the code that is applied to the invoice (see below).

Open: Purchase Order Processing > POP Maintenance > Disputed Invoice Codes.

1. Select the code from the displayed list.
2. Click Edit. The code settings are displayed.
3. Change the description as required.
4. Click OK.

Delete a dispute code

You cannot delete a dispute code if it is currently in use (assigned to an invoice). A prompt is displayed if you try to delete a code that is in use.

Open: Purchase Order Processing > POP Maintenance > Disputed Invoice Codes.

1. Select the code from the displayed list.
2. Click Delete.

To add a dispute code to an invoice or credit note

Open: Purchase Order Processing > Order Processing > Record Purchase Invoice ir Record Purchase Credit Note.

1. Click Dispute Invoiceor Dispute Credit Note. The Dispute Detail window is displayed.
2. Select the dispute from the Code drop-down list.
3. Enter further comments in the Dispute comment box (optional).
4. Click OK. The item is marked as disputed and you return to the purchase order invoice or credit note record.

To change the dispute code on an invoice or credit note

Open: Purchase Order Processing > Order Processing > Disputed Invoices or Disputed Credit Notes.

1. Select the disputed invoice or credit note from the list.
2. Click Dispute Detail.
3. Select the new dispute code from the drop-down list.
4. Click OK to save.