Troubleshoot AP purchase invoices

Cannot find a specific AP purchase invoice

Possible reasons why you might have difficulty finding a specific AP purchase invoice include the following:

Troubleshooting that you cannot locate in the
Problem	Solution
The AP purchase invoice was created in another entity.	Switch to the entity where the AP purchase invoice was created. When you access the list from the top level, you initially see only records that were created at the top level. To see records created within entities, select Filters and then select Include entity records. Select Apply to update the filter. When you access the list from the top level, you initially see only records that were created at the top level. To see records created within entities, select Include private.
The AP purchase invoice was created outside your restrictions.	Ask an unrestricted user to find and act on the AP purchase invoice.
You’re using a view in the AP purchase invoices list that excludes the transaction.	Change the view to All before filtering for the AP purchase invoice number.
You have filters applied to the AP purchase invoices list that filter out the transaction.	Clear all filters.
The transaction was entered as a credit memo adjustment, rather than an AP purchase invoice.	Look for the transaction on the Adjustments page.

How do I fix a Selected AP purchase invoice?

An AP purchase invoice with a state of Selected has been selected for payment. The state remains selected until the payment posts. Learn about selected AP purchase invoices and how to change their state.

Error when adding or importing a AP purchase invoice with a negative line item

If your multi-entity configuration is set up to Limit AP credits to the entity owners, you can only add negative inline credits when each line is for the same entity. If a AP purchase invoice has line items for different entities, negative inline credits are not supported.

If you want to allow negative inline credits in this situation, you can remove the restriction to limit AP credits to the entity owners. This option can be changed as long as there are no AP purchase invoices pending in the Outbox.

Where do I enter tax and freight details when creating an AP purchase invoice?

In Accounts Payable, enter tax and freight as line items.

GL posting date is not filled in automatically

Your configuration determines whether Sage Intacct automatically fills in the GL posting date with the transaction date, or leaves the field empty.

If you want Intacct to fill in the date for you, have a user with admin privileges and permissions adjust the configuration.

Go to Accounts Payable > Setup > Configuration.
In the Screen settings section, select Yes for Autofill the GL posting date with the transaction date.
Select Save.

Existing AP purchase invoices were not updated after the supplier Pay to or Return to contact was changed

Sage Intacct uses the most current contact information you create new transactions and leaves existing transactions unedited. You can manually update the contact information on an existing, unpaid transaction, in cases where the new contact information applies.

Solution: Refresh the address on the existing AP purchase invoices that you want to update.

Go to Accounts Payable > All > AP purchase invoices.
Find the AP purchase invoice that you need to update.
Select Edit at the end of the row.
Select the Refresh icon Refresh next to the Pay to or Return to dropdown list.

Sage Intacct displays the Refresh icon Refresh next to the address only when it has changed since the transaction was last saved.
Select Post or Submit.

Go to Accounts Payable > All > AP purchase invoices.
Select Edit next to the AP purchase invoice.
Select the Refresh icon Refresh next to the Pay to or Return to dropdown list.

Sage Intacct displays the Refresh icon Refresh next to the address only when it has changed since the transaction was last saved.
Select Post or Submit.

How do I edit an AP purchase invoice created by a charge payoff?

AP purchase invoices created by a charge payoff cannot be edited. Instead, you can reverse the AP purchase invoice and create a new one.

Learn more about credit card transactions.

I want to prevent unpaid AP purchase invoices from being deleted. How can I do that?

Track changes and maintain an audit trail by reversing transactions instead of deleting them. Enable reversals on the Configure Accounts Payable page. This configuration changes the AP purchase invoices page so that the option to Reverse appears instead of the option to Delete. You can still delete transactions that are in Draft, Posted, and Declined states.

Learn how to prevent unpaid AP purchase invoice deletion.

I need help with reversing an AP purchase invoice

Troubleshoot reversing AP purchase invoices.

I need help reclassifying an AP purchase invoice

Troubleshoot reclassifying transactions.

I need help with deleting an AP purchase invoice

Whether you can delete a AP purchase invoice or not depends on your Accounts Payable configuration and the AP purchase invoice state. Determine what action that you can take on an AP purchase invoice.

Can I delete or reverse an AP purchase invoice that's been reconciled?

After an AP purchase invoice has been cleared in a reconciliation, you can no longer delete or reverse it. In this case, you need to reopen the reconciliation to make changes.

How to create an AP purchase invoice for a supplier that was submitted for approval?

Solution: While the supplier is pending approval, create transactions and save them as drafts. After the supplier is approved, you can post the transactions.

Because of AP purchase invoice or supplier validations currently in place, you cannot pay this AP purchase invoice from the AP purchase invoices list.

In general, you can pay an AP purchase invoice from the AP purchase invoices list when the following conditions are met:

The AP purchase invoice was created at the same level.
The AP purchase invoice has been approved or does not require approval.
The AP purchase invoice is not on hold.
If you are using Release to pay, you previously released all line items in the AP purchase invoice.
The supplier is set up for your default payment method, if setup is required. For example, suppliers must be enabled for services such as ACH, bank file, and check delivery.
If there is a default filter set for your Pay AP purchase invoices page, this AP purchase invoice is not excluded by that filter.
The amount of the AP purchase invoice is positive.

If you receive an error, try the following solutions:

Resolving payment failures
Problem	Solution
AP purchase invoice was not created at the same level.	Slide into the entity where the AP purchase invoice was created and pay the AP purchase invoice there.
AP purchase invoice is on hold.	Remove the hold before paying the AP purchase invoice.
One or more line items are not released for payment.	Pay the AP purchase invoice after all line items are released, or pay the AP purchase invoice from the Pay AP purchase invoices page where you can pay a portion of the AP purchase invoice.
Supplier is not set up for your default payment method. For example, ACH or bank file, or cheque delivery.	Pay the AP purchase invoice from the Pay AP purchase invoices page and select a different payment method. When you select a payment method that requires supplier set up, only AP purchase invoices from suppliers configured for that payment method appear in the list.
Your default Pay AP purchase invoices filter excludes this AP purchase invoice.	Pay the AP purchase invoice from the Pay AP purchase invoices page and select a different filter to load AP purchase invoices.