Post Warranty Self Billing Invoice

Posting a warranty self-billing invoice or credit note ensures that warranty claims are accurately recorded in your system. This guide provides a clear, step-by-step process to help you calculate, post, and complete warranty claims efficiently while avoiding errors.

How to Post a Warranty Self-Billing Invoice

1. Calculate the Totals:

   • Determine the total amount of warranty payments.
   • Break it down into net and VAT figures for the claims you need to post.

2. Confirm Payment Posting Details:

   • Unless otherwise agreed, all payments are typically posted to the Purchase Ledger.
   • Verify the purchase ledger account designated for warranty credits.

3. Set the Purchase Ledger Account:

   • Ensure you have a valid Purchase Ledger account for warranty credits.
   • To access the purchase ledger account box, you must first enter a Sales Ledger account number. Use “[0001]” as a placeholder.

4. Enter Figures Correctly:

   • Enter the warranty payment figures as positive amounts. The system recognises it as a payment.

5. Mark Claims as Complete:

   • If the claim line is fully processed, tick the Claim Complete checkbox to close the claim.

6. Handle Posting Errors:

   • If you encounter an error while posting, select Close and start the process again to ensure accuracy.

Key Notes and Considerations

• Account Setup:
  Double-check that the correct purchase ledger account is used to ensure payments are allocated appropriately.

• Positive Figures Only:
  Enter all amounts as positive values to prevent discrepancies in the system.

• Avoiding Errors:
  If a mistake is made, don’t attempt to correct it mid-process. Close the posting and start afresh to ensure clean and accurate records.

Scenarios Where This Process is Useful

• Posting payments or credit notes related to warranty claims.
• Closing completed warranty claims and marking them as finalised.
• Rectifying errors in warranty postings by restarting the process.