Edit a paid AP purchase invoice

For the purposes of editing, a AP purchase invoice is considered paid if it is:

• Selected for payment

• Partially paid

• Fully paid

Compared to unpaid AP purchase invoices, paid AP purchase invoices have more restrictions in terms of what you can edit. Your options are also affected by factors such as the AP purchase invoice state, your configuration, and where the AP purchase invoice originated.

Where you can edit paid AP purchase invoices

Edit non-posting fields in a paid AP purchase invoice

When a AP purchase invoice's state is Paid, Partially paid, or Selected, you can only edit fields that do not post to the GL. You can edit these fields when the reporting period is closed because they do not require journal entries to be posted.

If the AP purchase invoice originated in Purchasing, you cannot edit non-posting fields in the purchasing transaction, but you can edit them in the AP purchase invoice.

The following table shows the non-posting fields that you can edit in an AP purchase invoice. All other fields are considered posting fields.

	For AP purchase invoices originating in Purchasing		For AP purchase invoices originating in AP
Field name	Edit in Purchasing?	Edit in AP?	Edit in AP?
Supplier document number/AP purchase invoice number	No	Yes	Yes
Reference number	No	Yes	Yes
Message/Description	No	Yes	Yes
Payment term/Term	No	Yes	Yes
Due date	No	Yes	Yes
Place this AP purchase invoice on hold	N/A	Yes*	Yes*
Recommended to pay on	N/A	Yes	Yes
Payment priority	N/A	Yes	Yes
Attachment	No	Yes	Yes
(line item) Memo	No	Yes	Yes

*For Partially paid AP purchase invoices, only.

To edit non-posting fields in a paid AP purchase invoice:

1. Go to Accounts Payable > All > AP purchase invoices.

2. Select Edit next to the AP purchase invoice you want to change.
3. Change the non-posting fields as applicable.
4. Select Save.

Edit an AP purchase invoice that has been selected for payment

The Selected state indicates that the AP purchase invoice has been selected for payment but the payment has not been processed. A payment request was created that includes the AP purchase invoice.

When an AP purchase invoice's state is Selected, you can only edit fields that do not require journal entries to be posted. See the Edit non-posting fields in a paid AP purchase invoice.

For these AP purchase invoices, to edit fields that require posting, you need to reset the AP purchase invoice state to Posted, first.

To reset a Selected AP purchase invoice to Posted and edit the AP purchase invoice:

1. Do one of the following:

   • Cancel the payment request
   • Edit the payment request to remove the applicable AP purchase invoice

   Either method sets the AP purchase invoice's state back to Posted and the AP purchase invoice is considered unpaid.

2. To change the AP purchase invoice, see edit an unpaid AP purchase invoice.

Change the GL account or dimensions for line items

To change the GL account, department, location, or other dimension values for an AP purchase invoice line item in a Paid or Partially paid AP purchase invoice, you need to reclassify the AP purchase invoice.

You can reclassify an AP purchase invoice when all of the following conditions are met:

• The Enable reclassification for AP purchase invoices and adjustments option is selected in Configure Accounts Payable
• You have the AP purchase invoices: Reclassify permission
• The AP purchase invoice wasn’t paid by a credit card
• The AP purchase invoice date is in an open period

If any of the above conditions are not met, you cannot reclassify the AP purchase invoice. In this scenario, start over.

You cannot use the reclassify function to change the dimensions on lines that are allocated. In this scenario, start over.

If you reclassify an AP purchase invoice in Accounts Payable that originated in Purchasing, the change will not be made to the Purchasing transaction. If you want the change to be made in Purchasing, start over.

To reclassify an AP purchase invoice:

1. Go to Accounts Payable > All > AP purchase invoices.

2. Select Edit next to the Paid or Partially paid AP purchase invoice you want to change.
3. Select Reclassify.
4. Edit the line items as applicable.
5. Select Save.

You can also use the reclassify function to update 1099 information for suppliers who are set up for 1099 treatment. See Reclassify an AP purchase invoice in Accounts Payable for details.

Change the amount that you owe a supplier

You cannot edit the line item amounts in a Paid or Partially paid AP purchase invoice. In this scenario, you can create an adjustment for the applicable amount.

If you overpaid the supplier, create a debit memo (which becomes a supplier credit). If you underpaid the supplier, create a credit memo (which becomes an AP purchase invoice that you pay).

You can create adjustments in either Accounts Payable or Purchasing. The best practice is to create the adjustment in the application in which the AP purchase invoice originated. So if the AP purchase invoice originated in Purchasing, convert the PO purchase invoice to a debit memo or credit memo in Purchasing.

Learn how to create an Accounts Payable adjustment.

Learn how to convert a Purchasing transaction.

Change the supplier or GL posting date, add or remove line items, or allocate line items

You cannot change the supplier, GL posting date, or line item data like the Billable flag for line items, and you cannot add line items or allocate line items in a Paid or Partially paid AP purchase invoice. If you need to make these types of changes, start over.

Start over

Starting over with a paid AP purchase invoice means that you void the payment, reverse any adjustments, and then reverse the AP purchase invoice, which effectively zeroes out the transaction. Then you can add a new AP purchase invoice with the correct information and process the payment as applicable.

Accounting flow for AP purchase invoice with no supplier credits

The following example shows the accounting flow for an AP purchase invoice with one expense line item for $100.00. After the AP purchase invoice was paid, the payment was voided and the AP purchase invoice was reversed.

Event date	GL posting date	Event	Accounts Payable account	GL account for expense	Payment account	Journal
January 15	January 15	Create the AP purchase invoice	Credit 100	Debit 100		Accounts Payable
January 28	January 28	Pay the AP purchase invoice/Process the payment	Debit 100		Credit 100	Cash Disbursal
February 2	January 28	Void the payment	Credit 100		Debit 100	Cash Disbursal
February 2	January 15	Reverse the AP purchase invoice	Debit 100	Credit 100		Accounts Payable

Accounting flow for AP purchase invoice with supplier credit adjustment

The following example shows the accounting flow for an AP purchase invoice with one expense line item for $100.00 and that also had a supplier credit (debit memo adjustment) for $25.00 applied during Pay AP purchase invoices. After the AP purchase invoice was paid, the payment was voided, the adjustment was reversed, and finally the AP purchase invoice was reversed.

Event date	GL posting date	Event	Accounts Payable account	GL account for expense	Payment account	Journal
January 15	January 15	Create the AP purchase invoice	Credit 100	Debit 100		Accounts Payable
January 17	January 17	Create the debit memo adjustment	Debit 25	Credit 25		Accounts Payable
January 28	January 28	Pay the AP purchase invoice/Process the payment	Debit 75		Credit 75	Cash Disbursal
February 2	January 28	Void the payment	Credit 75		Debit 75	Cash Disbursal
February 2	January 17	Reverse the debit memo adjustment	Credit 25	Debit 25		Accounts Payable
February 2	January 15	Reverse the AP purchase invoice	Debit 100	Credit 100		Accounts Payable

Accounting flow for AP purchase invoice with Inline credit

An inline supplier credit is a negative line item in an AP purchase invoice. If you applied the entire negative line amount to the same AP purchase invoice in which the negative line exists, you can simply void the payment and reverse the AP purchase invoice as reversing the AP purchase invoice will also reverse the credit. However, if you applied part or all of the negative line item to a different AP purchase invoice and that AP purchase invoice is also paid, then you’ll have to void the payment for that AP purchase invoice in addition to the AP purchase invoice you want to change.

The following example shows the accounting flow for an AP purchase invoice with one expense line item for $100.00 and an inline credit line item of: $25.00. The entire inline credit was consumed by this AP purchase invoice. After the AP purchase invoice was paid, the payment was voided and the AP purchase invoice was reversed.

Event date	GL posting date	Event	Accounts Payable account	GL account for expense	Payment account	Journal
January 15	January 15	Create the AP purchase invoice	Credit 100	Debit 100		Accounts Payable
			Debit 25	Credit 25		Accounts Payable
January 28	January 28	Pay the AP purchase invoice/Process the payment	Debit 75		Credit 75	Cash Disbursal
February 2	January 28	Void the payment	Credit 75		Debit 75	Cash Disbursal
February 2	January 15	Reverse the AP purchase invoice	Credit 25	Debit 25		Accounts Payable
			Debit 100	Credit 100		Accounts Payable

Start over with AP purchase invoices originating in Accounts Payable

If you paid the entire AP purchase invoice with one payment method and didn't apply any adjustments, you can void the payment and reverse the AP purchase invoice at the same time in the applicable register. Otherwise, void the payment where applicable, reverse the adjustment, and then reverse the AP purchase invoice from the AP purchase invoices list.

To start over with an AP purchase invoice that originated in Accounts Payable:

1. Void the payment. Use the payment date as the void date. Where you void the payment depends on how you paid the AP purchase invoice. For example, if you paid with a cheque you would void the payment in the Cheque Register.
2. If an adjustment was applied to the AP purchase invoice, reverse the adjustment. Use the adjustment transaction date as the reverse date. The AP purchase invoice's state is now Posted.

3. Reverse the AP purchase invoice.

   1. Go to Accounts Payable > All > AP purchase invoices.

   2. Find the AP purchase invoice that you need to reverse.

   3. Select More actions > Reverse at the end of the row.

   4. Use the calendar tool to select the Reverse the transaction on date. Use the AP purchase invoice's GL posting date as the reverse date.
   5. Enter the reason for the reversal and any other pertinent information in the Memo field.
   6. Select Submit.
4. Create a new AP purchase invoice.

1. Void the payment. Use the payment date as the void date. Where you void the payment depends on how you paid the AP purchase invoice. For example, if you paid with a cheque you would void the payment in the Cheque Register.
2. If an adjustment was applied to the AP purchase invoice, reverse the adjustment. Use the adjustment transaction date as the reverse date. The AP purchase invoice's state is now Posted.

3. Reverse the AP purchase invoice.

   1. Go to Accounts Payable > All > AP purchase invoices.

   2. Select Reverse next to the applicable AP purchase invoice.
   3. Use the calendar tool to select the Reverse the transaction on date. Use the AP purchase invoice's GL posting date as the reverse date.
   4. Enter the reason for the reversal and any other pertinent information in the Memo field.
   5. Select Submit.
4. Create a new AP purchase invoice.

Start over with AP purchase invoices originating in Purchasing

If the AP purchase invoice originated in Purchasing, you still need to void the payment and reverse any adjustments. However, there's no reverse function for AP purchase invoices that originated in Purchasing. Instead, you need to create an adjustment that zeroes out the effects of the AP purchase invoice and then apply the adjustment to the AP purchase invoice.

To zero out the AP purchase invoice, you can either convert the source purchasing transaction to a purchasing adjustment transaction (debit memo) or you can create a debit memo adjustment in Accounts Payable. The best practice is to convert the purchasing transaction as the purchasing transaction might also affect inventory totals and values.

To start over with an AP purchase invoice that originated in Purchasing:

1. Void the payment. Use the payment date as the void date. Where you void the payment depends on how you paid the AP purchase invoice.
2. If an adjustment was applied to the AP purchase invoice, reverse the adjustment. Use the adjustment transaction date as the reverse date. The AP purchase invoice's state is now Posted.

3. Reverse the effects of the AP purchase invoice.

   1. Do one of the following:

      • Convert the Purchasing transaction to a Purchasing adjustment transaction (debit memo) or
      • Create a debit memo adjustment in Accounts Payable. The adjustment must have the same number of AP purchase invoice line items and use the same accounts, same amounts, and same dates as the AP purchase invoice.

   2. Go to Accounts Payable > All > AP purchase invoices.

   3. Filter the list for the applicable supplier.
   4. Select Line details next to the applicable AP purchase invoice.
   5. Select Credit details next to an AP purchase invoice line item
   6. Select the checkbox next to the matching credit from the debit memo that you created in step a. and then select Save. This applies the credit to the AP purchase invoice line item.
   7. Repeat steps e and f for each AP purchase invoice line item.
   8. Select Save.
   9. In the Pay AP purchase invoices page, select the AP purchase invoice and select Pay now. This removes the AP purchase invoice from your supplier aging report.
4. Create a new purchasing transaction.

1. Void the payment. Use the payment date as the void date. Where you void the payment depends on how you paid the AP purchase invoice.
2. If an adjustment was applied to the AP purchase invoice, reverse the adjustment. Use the adjustment transaction date as the reverse date. The AP purchase invoice's state is now Posted.

3. Reverse the effects of the AP purchase invoice.

   1. Do one of the following:

      • Convert the Purchasing transaction to a Purchasing adjustment transaction (debit memo) or
      • Create a debit memo adjustment in Accounts Payable. The adjustment must have the same number of AP purchase invoice line items and use the same accounts, same amounts, and same dates as the AP purchase invoice.

   2. Go to Accounts Payable > All > AP purchase invoices.

   3. Filter the list for the applicable supplier.
   4. Select Line details next to the applicable AP purchase invoice.
   5. Select Credit details next to an AP purchase invoice line item
   6. Select the checkbox next to the matching credit from the debit memo that you created in step a. and then select Save. This applies the credit to the AP purchase invoice line item.
   7. Repeat steps e and f for each AP purchase invoice line item.
   8. Select Save.
   9. In the Pay AP purchase invoices page, select the AP purchase invoice and select Pay now. This removes the AP purchase invoice from your supplier aging report.
4. Create a new purchasing transaction.

What to do when the reporting period is closed

If the reporting period is closed, do one of the following:

• Open the reporting period, perform the applicable editing tasks, and close the reporting period
• Make GL journal entries in the current period to correct the applicable account balances