Disputed Invoices for Epicor Prophet 21
A dispute arrives in a reply or on a call. Lunica pulls the invoice from Prophet 21, the delivery ticket and the signed proof of delivery together, routes the dispute to whoever can settle it, drafts the resolution, a credit memo, a re-bill or a stand, and pauses the collections note while it’s open; a person decides.
Collections & ARUpdated Oct 202620 ERPs
See it work on Prophet 21.
Click through the steps. Fictional data, in Prophet 21’s terms; the real thing runs on Prophet 21.
We’re not paying 2043170 as billed. The second drop of 5/8 board, 60 sheets, never showed up at Lot 14. Take it off and we’ll pay the rest.
Karen says the second drop never came. Lunica logs it against 2043170 and the collections note pauses.
A closer look.
Missed drop on invoice 39131
Harbor Point Builders · $1,960.00 in question
Conversation
- Harbor Point Builders · Reply to the collections noteYesterday
We never got the second drop on 39131. Not paying for material we didn’t receive.
- Luis Ortega · Dispatch2 hours ago
Second drop went out 10/16, delivered 7:10 am, signed R. Costa. Ticket attached.
Every dispute on one page.
The customer’s message, the invoice from Prophet 21, the delivery ticket and the signed proof of delivery together, with every answer in one thread, so nobody forwards email to find out what happened.
- Tickets and signature captures kept with the case
- Sales, dispatch and the yard answer in one thread
- The collections note paused until a person decides
The problem, as it happens in Prophet 21.
A contractor replies to a collections note: that invoice is wrong, we never got the second drop, and the price isn’t what Mike quoted. The reply sits in one inbox. Someone pulls the invoice in Prophet 21, finds the delivery ticket in Document Link, hunts for the signed copy, and asks Mike. Meanwhile the invoice ages on the AR Aging report and the next sweep sends the customer another note about the balance they just disputed.
Nobody tracks how long disputes stay open or what they cost. A dispute that should have been a $140 credit on day two is a $9,000 invoice on hold at day sixty, a customer who stopped buying, and a lien deadline that passed while everyone waited for an answer.
How it works.
- 1
The dispute is caught and logged
From a reply in the collections inbox, a call note, or the counter, Lunica logs the dispute against the invoice: who raised it, what they say is wrong, how much is in question. The person who took it confirms, and the invoice is marked disputed.
- 2
The paper is pulled together
The invoice and its lines from Prophet 21, the delivery ticket, the signed proof of delivery with the time and the name, the quote if there was one, and the order as it was keyed. One page, so nobody hunts.
- 3
Routed to whoever can settle it
A missed drop goes to dispatch with the ticket; a price goes to the salesperson with the quote; a quantity goes to the yard. Each gets the page and a one-line question. The collections note for the account pauses while the dispute is open.
- 4
The resolution is drafted, a person decides
From the answer, Lunica drafts the outcome: a credit memo prepared for Prophet 21, a corrected re-bill, or a reply standing by the invoice with the signed ticket attached. The credit manager decides, posts or sends, and the invoice comes off dispute.
How it connects to Prophet 21.
Lunica reads Prophet 21’s open items, invoice lines, orders and quotes, and the delivery tickets and signature captures in Document Link, through a read-only login to the Prophet 21 SQL Server database. The dispute itself comes from the collections inbox, a call note or the account page, and is logged against the invoice in Lunica.
Nothing is posted to Prophet 21 on its own and nothing is sent on its own. A credit memo or a re-bill goes back as a Prophet 21 import or API call where one exists, or keyed by your team from what Lunica prepared, and a person posts it. A reply standing by the invoice is a draft until a person sends it. Marking an invoice disputed in Prophet 21 itself, where Prophet 21 has a flag for it, is keyed by your team.
What a week looks like.
- Every open dispute on one list, with its age, its amount and who owns it.
- The invoice, ticket and signed POD on one page, before anyone asks.
- No collections note to a customer with an open dispute.
- Credits and re-bills prepared with the paper behind them, settled by a person.
Questions
Does it credit the customer?
No. It drafts the credit memo or the re-bill for Prophet 21, with the paper behind it, and a person posts it. A reply standing by the invoice is sent by a person too.
Does the collections sweep know?
Yes. An invoice marked disputed is held out of the sweep, and the account isn’t sent a note about a balance it has disputed, until the dispute is settled.
Where does the signed POD come from?
From Document Link, where Prophet 21 already keeps the invoice copy and the signature capture, or from the proof-of-delivery workflow if you run it.
Who decides?
The credit manager, or whoever your rule names for the amount. Dispatch, sales and the yard answer the question; they don’t post the credit.
Does it write to Prophet 21?
No. Lunica reads the invoice, the order and the documents, and prepares the outcome. The credit, the re-bill and any dispute flag are keyed or imported by your team.
What about lien deadlines on a disputed job?
A dispute pauses the collections note, not the calendar. The lien-notice workflow still shows the deadline, and the dispute page says so.
Does it need a server?
Lunica runs on one Windows server inside your network, or beside your hosted Prophet 21, set up and maintained by Lunica. It reads Epicor Prophet 21 through a read-only login to the Prophet 21 SQL Server database. There is no inbound connection from outside your network.
What does Lunica read in Prophet 21?
The customer master, open items and terms, purchase orders and receipts, the item master, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to Prophet 21?
Nothing lands in Prophet 21 without a person. What belongs in Prophet 21 goes back as a Prophet 21 import or API call where one exists, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in Document Link. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Disputed Invoices is written for every system on the list. You’re reading the Prophet 21 version.
Lumber and building materials
Wholesale distribution
- Epicor Prophet 21
- Epicor Eclipse
- Infor CloudSuite Distribution
General business
Another system? Tell us which →
See it on your Prophet 21 data.
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