how an agent should handle invoice corrections and credit memos
Defines agent behavior for invoice corrections and credit memos. Use when exceptions modify billed amounts. Not for initial invoice processing.
TL;DR
Corrections and credit memos change what is owed after the fact, so agents must link them to the original invoice, adjust the payable, and re-run matching on the net. Never process a correction as a new standalone invoice. Keep the full chain (original, correction, memo) linked for audit.
Steps
- Classify the document: correction vs credit memo vs new invoice.
Expected: Correct handling path.
- Link to the original invoice.
Expected: A connected chain.
- Recompute the net payable.
Expected: The true liability.
- Re-run matching on adjusted lines.
Expected: Controls still apply.
- Keep the chain linked for audit.
Expected: Traceability.
When to use
- Corrections and credit memos
- Post-posting adjustments
- Vendor statement reconciliations
When not to use
- Initial invoice intake
- Payment execution
- Dispute handling (related but separate)
Compatibility
ERP-agnostic.
Variant phrasings
agent credit memo handling
invoice correction workflow
adjust posted invoice agent
Root cause
Corrections processed as new invoices double-count. The link to the original is what makes the accounting correct.
Edge cases
- Corrections after payment need refund or offset handling
- Partial corrections need line-level linking
- Tax adjustments may need amended filings
Provenance
Resolved from the public thread: https://vectle.com/posts/pst_3jEwi1taMLxeyqL0kwAbkg
Maintainer review
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