Enhanced interface

Edit an unpaid AP purchase invoice

An unpaid AP purchase invoice is a transaction that reflects an amount that you owe a supplier and against which you have never applied payment or selected to include in a payment request.

The fields you can edit in an unpaid AP purchase invoice depend on:

The application where the AP purchase invoice originated
The AP purchase invoice's workflow state
Whether the AP purchase invoice's GL posting date occurs in an open or closed reporting period

If you want to remove the AP purchase invoice or start over, see Delete an AP purchase invoice or Reverse an AP purchase invoice.

Subscription	Accounts Payable Purchasing
User type	Business
Permissions	For transactions created in Accounts Payable: AP purchase invoices: List, View, Edit For transactions created in Purchasing: Purchasing Transactions: List, View, Edit
Restrictions	A Purchasing Transaction definition must not have Edit policy set to "No edit".

Where you can edit unpaid AP purchase invoices

When you can edit unpaid AP purchase invoices

When you can edit unpaid AP purchase invoices depends on two factors:

The AP purchase invoice's workflow state
The AP purchase invoice's GL posting date

The AP purchase invoice's workflow state

State	Edit?
Declined Draft Posted	You can edit AP purchase invoices with these states, except in the scenarios outlined below. What you can edit depends on whether the reporting period is opened or closed. Exceptions: If the Posted AP purchase invoice was created as a result of a credit card charge payoff, you can't edit the AP purchase invoice, even though it's unpaid. In this scenario, reverse the charge payoff and create a new one. If the Posted AP purchase invoice had a payment made against it and then the payment was voided. After you apply a payment to an AP purchase invoice, Intacct prevents most fields from being updated even if you cancel the payment. In this scenario, you can either reclassify the AP purchase invoice or start over. If the Posted AP purchase invoice contains a negative line item (inline credit) and Accounts Payable has Enable inline credits to be automatically applied to AP purchase invoices set to true, the AP purchase invoice is considered to be partially paid because the system applied the inline credit when the AP purchase invoice was posted. In this scenario, you can only edit non-posting fields for the AP purchase invoice. See Edit a paid AP purchase invoice.
Submitted	You can edit an AP purchase invoice that you submitted for approval after you recall the AP purchase invoice. This removes the AP purchase invoice from the approval queue and changes the state to draft. At this point, the Edit link is available. If the AP purchase invoice is Partially approved, you cannot recall it from the approval queue.
Partially approved	You can't edit Partially approved AP purchase invoices. The Edit link doesn't appear next to these AP purchase invoices in the AP purchase invoices list or purchasing transaction list. In this scenario, do one of the following: Delete the AP purchase invoice or purchasing transaction and create a new one with the desired modifications. Wait for the AP purchase invoice or purchasing transaction to be approved or declined and then edit the AP purchase invoice or purchasing transaction. If your company uses AP purchase invoice approvals, Business users with the appropriate permissions can edit some AP purchase invoice details during approval.
Paid Partially paid Selected	To edit a Paid, Partially paid, or a Selected AP purchase invoice, see Edit a paid AP purchase invoice.
Reversal Reversed	You can only edit non-posting fields for Reversal and Reversed AP purchase invoices. These fields are listed in the table in the What you can edit in a closed period section.

The AP purchase invoice's GL posting date

Depending on your company's Accounts Payable configuration, your AP purchase invoices might display separate fields for the AP purchase invoice date and the GL posting date. If you only see one Date field, then the AP purchase invoice date is also the GL posting date.

Reporting period status	Edit?
The AP purchase invoice's GL posting date is in an open reporting period	You can edit the AP purchase invoice as applicable. See What you can edit in an open period for details.
The AP purchase invoice's GL posting date is in a closed reporting period	You can only edit fields that don't require the associated journal entries to be re-posted. As most changes made to purchasing transactions require the system to post to Accounts Payable, you won't be able to edit the purchasing transaction in a closed period. You can edit some fields in Accounts Payable for both AP purchase invoices and AP purchase invoices that originated in Purchasing. See What you can edit in a closed period for details. When the reporting period is closed and you need to edit a field that requires journal entries to be re-posted, do one of the following: Edit the unpaid AP purchase invoice and change the GL posting date to a date in an open period. If it's your company's policy, open the reporting period, edit the unpaid AP purchase invoice, and then close the reporting period.

Reporting period status

Edit?

The AP purchase invoice's GL posting date is in an open reporting period

You can edit the AP purchase invoice as applicable. See What you can edit in an open period for details.

The AP purchase invoice's GL posting date is in a closed reporting period

You can only edit fields that don't require the associated journal entries to be re-posted. As most changes made to purchasing transactions require the system to post to Accounts Payable, you won't be able to edit the purchasing transaction in a closed period. You can edit some fields in Accounts Payable for both AP purchase invoices and AP purchase invoices that originated in Purchasing. See What you can edit in a closed period for details.

When the reporting period is closed and you need to edit a field that requires journal entries to be re-posted, do one of the following:

Edit the unpaid AP purchase invoice and change the GL posting date to a date in an open period.
If it's your company's policy, open the reporting period, edit the unpaid AP purchase invoice, and then close the reporting period.

What you can edit in unpaid AP purchase invoices

What you can edit depends on whether the GL posting date falls in an open or closed reporting period.

What you can edit when the reporting period is open

The following table displays whether or not you can edit a particular field in an unpaid AP purchase invoice and where you can edit it when the AP purchase invoice's GL posting date is in an open reporting period.

	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?	Notes
Date	Yes	No	Yes	If Enable override of GL posting date during entry isn’t selected in Configure Accounts Payable, this date is the AP purchase invoice date and the GL posting date. For AP purchase invoices associated with a project only: Follow this process to edit the AP purchase invoice date: Edit the AP purchase invoice to remove the project and post it. Edit the AP purchase invoice to change the date and post it. Edit the AP purchase invoice to associate the project again and post it.
GL posting date	Yes	No	Yes	You can edit this field if Enable override of GL posting date during entry is selected and Summary frequency for AP purchase invoices isn’t set to "User-specified" in Configure Accounts Payable.
Supplier	Yes	No	Yes	In Purchasing only: You can edit this field if Allow edit of supplier doesn’t equal "Never" in the Security Configuration tab of the purchasing transaction definition.
Supplier document number/AP purchase invoice number	Yes	Yes	Yes	This field is called Supplier document number in Purchasing and AP purchase invoice number in Accounts Payable.
Pay to	Yes	No	Yes	In Purchasing only: You can edit this field if Pay-to contact has Allow Editing selected in the purchasing transaction definition.
Return to	Yes	No	Yes	In Purchasing only: You can edit this field if Return-to contact has Allow Editing selected in the purchasing transaction definition.
Reference number	Yes	Yes	Yes
Message/Description	Yes	Yes	Yes	This field is called Message in Purchasing and Description in Accounts Payable.
Payment term/Term	Yes	Yes	Yes	This field is called Payment term in Purchasing and Term in Accounts Payable.
Due date	Yes	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	Yes	Yes	Yes	You can add new attachments or delete existing ones.
Transaction currency	Yes	No	Yes
Exchange rate date	Yes	No	Yes
Exchange rate type	Yes	No	Yes	In Purchasing only: You can edit this field if Exchange rate and exchange rate type is selected in the User overrides section of the purchasing transaction definition.
Exchange rate	Yes	No	Yes	In Purchasing only: You can edit this field if Exchange rate and exchange rate type is selected in the User overrides section of the purchasing transaction definition.
Entries
Account or Account Label	N/A	No	Yes
Item ID	Yes	N/A	N/A	Items from purchasing transactions are translated to account numbers/labels in AP purchase invoices.
Quantity	Yes	N/A	N/A
Transaction amount	Yes	No	Yes	In Purchasing only: You can edit this field if Override suggested price is selected in the User overrides section of the purchasing transaction definition.
Memo	Yes	Yes	Yes
Billable	Yes	Yes	Yes	You can edit this field if your company is subscribed to Project Costing & Billing.
1099	Yes	No	Yes	You can edit this field if Enable 1099 flag override is selected in Configure Accounts Payable and Configure Purchasing.
Form 1099 Type Form 1099 Box	Yes	No	Yes	You can edit this field if Form 1099 form and box override is selected in Configure Accounts Payable and Configure Purchasing.
AP account	N/A	N/A	Yes	You can edit this field if Enable Accounts Payable GL account override in AP purchase invoice and adjustment entry is selected in Configure Accounts Payable and the user has the AP purchase invoices: Override the AP account permission.
Department	Yes	No	Yes	In Purchasing only: You can edit this field if Department is selected in the User overrides section of the purchasing transaction definition.
Location	Yes	No	Yes	In Purchasing only: You can edit this field if Location is selected in the User overrides section of the purchasing transaction definition.
Other dimensions: Class Contract Customer Employee Item Project Task Supplier Warehouse	Yes	No	Yes	You can edit these fields if the applicable dimensions are selected in Configure Purchasing and Configure Accounts Payable
Allocation	N/A	No	Yes	You can edit these fields if Enable allocation in AP purchase invoice entry is selected in Configure Accounts Payable.
Allocation Splits	N/A	No	Yes

What you can edit when the reporting period is closed

When the AP purchase invoice GL posting date is in a closed period, you can only edit fields that don't require the AP purchase invoice to be posted. As most changes made to purchasing transactions require the system to post to Accounts Payable, you won't be able to edit the purchasing transaction in a closed period.

	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?
Date	No	No	No
GL posting date	No	No	No
Supplier	No	No	No
Supplier document number/AP purchase invoice number	No	Yes	Yes
Pay to	No	No	No
Return to	No	No	No
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
Transaction currency	No	No	No
Exchange rate date	No	No	No
Exchange rate type	No	No	No
Exchange rate	No	No	No
Entries
Account or Account Label	N/A	No	No
Item ID	No	N/A	N/A
Quantity	No	N/A	N/A
Transaction amount	No	No	No
Memo	No	Yes	Yes
Billable	No	No	No
1099	No	No	No
Form 1099 Type Form 1099 Box	No	No	No
AP account	N/A	N/A	No
Department	No	No	No
Location	No	No	No
Other dimensions: Class Contract Customer Employee Item Project Task Supplier Warehouse	No	No	No
Allocation	N/A	No	No
Allocation Splits	N/A	No	No

Edit an unpaid AP purchase invoice

Before attempting to edit the unpaid AP purchase invoice, do the following:

Verify the AP purchase invoice's workflow state allows editing.
Verify whether the AP purchase invoice's GL posting date is in an open or closed reporting period.
Verify that the AP purchase invoice doesn’t have "Liability AP purchase invoices" in its Summary title. You can't edit AP purchase invoices created from credit card charge payoffs. In this scenario, reverse the charge payoff and create a new one.

Edit an unpaid AP purchase invoice in Accounts Payable

Go to Accounts Payable > All > AP purchase invoices.
Find the AP purchase invoice that you want to edit.
Select More actions > Edit at the end of the row.
Make your changes.
Select Post or Submit.

Go to Accounts Payable > All > AP purchase invoices.
Select Edit next to the desired AP purchase invoice.
Make your changes.
Select Post or Submit.

Edit an unpaid AP purchase invoice in Purchasing

For AP purchase invoices originating in Purchasing, there might be additional configuration options on the transaction definition that further restrict whether you can edit the purchasing transaction. See Edit a purchasing transaction for details.

What to do when the reporting period is closed

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

Edit the AP purchase invoice and change the GL posting date to a date in an open period
Open the reporting period, perform the applicable editing tasks, and close the reporting period