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Version: Current

Troubleshooting: Credit Note Processed Incorrectly (e.g., Wrong Sign)

Problem​

A supplier Credit Note (Credit Memo, Adjustment Note, Refund) processed through Zudello has incorrect financial values:

  1. Totals or line amounts appear as positive (debit) values instead of negative (credit) values, or vice-versa depending on ERP expectations.
  2. The calculated totals do not accurately reflect the credit amount shown on the document image.

Common Causes​

  1. Incorrect Document Type: The document was misclassified as an Invoice instead of a Credit during initial processing. This is the most common cause. Invoice processing logic assumes positive values.
  2. Extraction Errors: The extraction pipeline (OCR/LLM) incorrectly interpreted negative signs or credit-related keywords, resulting in positive values being extracted for amounts or totals.
  3. Manual Data Entry Errors: A user manually entered positive values instead of negative ones (or vice-versa) when coding the credit note lines or header totals.
  4. Incorrect "Tax Included" Toggle: Similar to invoices, an incorrect setting for the Are the line totals inclusive of tax? toggle can lead to incorrect tax and exclusive amount calculations, affecting the final totals. See Tax Calculation Errors.
  5. ERP Integration Mapping: The integration workflow mapping data from Zudello to the ERP might incorrectly handle the signs for credit memo transactions.

Troubleshooting Steps​

  1. Verify Document Type:
    • Open the document in Zudello.
    • Check the Type field in the header. Does it correctly show Credit (or your configured equivalent)?
    • If it shows Invoice or another incorrect type, use the Convert action (Converting Documents) to change it to the correct Credit Note type. Ensure Duplicate is OFF. Converting might re-trigger extraction/enrichment.
  2. Review Extracted/Entered Values:
    • Compare the total, subtotal, tax, freight, and line item total / unit_price values shown in Zudello against the original credit note image.
    • Pay close attention to signs (+/-). Zudello typically expects credit note totals and line amounts to be entered as positive values, representing the amount being credited. The system understands it's a credit based on the Document Type. However, verify this against your specific ERP integration requirements.
    • Manually correct any incorrect values or signs in Zudello and Save.
  3. Check "Tax Included" Toggle: Verify the toggle setting accurately reflects the source document and correct it if necessary, then Save.
  4. Review ERP Transaction: If the credit note was already sent to the ERP, check the resulting Credit Memo transaction in the ERP system. Does it have the correct values and signs? If the ERP transaction is wrong but Zudello looks correct now, the issue might be in the integration mapping.
  5. Check Integration Mapping (Admin/Staff Task): Review the field mappings in the integration workflow for creating Credit Memos in your ERP. Ensure amount fields are mapped correctly and any necessary sign inversions are handled appropriately for the target ERP system.

Need Help?​

If credit notes consistently process with incorrect values or signs, contact Zudello support. Provide:

  • The Document UUID of an example credit note.
  • Screenshots comparing the Zudello data with the original document image.
  • Details of the expected vs. actual values/signs.
  • Information on how your ERP system expects credit memo values (positive or negative).