Troubleshoot AP purchase invoice reversals

Learn about solutions to common issues that you might have when reversing AP purchase invoices.

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Before you can reverse an AP purchase invoice that has a state of Selected, you need to cancel the payment request associated with the AP purchase invoice.

Reasons why you might not see the Reverse link next to a transaction include the following:

To reverse Accounts Payable transactions, you must be a business user with one or both of the following Accounts Payable permissions:

  • AP purchase invoices: Reverse
  • Adjustments: Reverse

If you're not able to see your user permissions, ask your admin to check them.

You can reverse the following Accounts Payable transactions:

  • Paid AP purchase invoices
  • Adjustments
  • Unpaid AP purchase invoices, when Enable reversal of unpaid AP purchase invoices is selected in Configure Accounts Payable

Transactions created at a different level show Not owned in place of the Reverse link.

If the transaction was created at the entity level, slide into the entity to reverse it. To reverse a transaction created at the top level, go to the top level.

To require that Draft and Posted AP purchase invoices be reversed instead of deleted, enable the option in your configuration.

  1. Go to Accounts Payable > Setup > Configuration.

  2. In the Enable functionality section, select Enable reversal of unpaid AP purchase invoices.
  3. Select Save.

This error can occur when you try to do one of the following:

  • Reverse an AP purchase invoice that has been selected for payment.
  • Reverse a negative amount AP purchase invoice that has been applied as a credit.

To reverse an AP purchase invoice with a state of Selected, first cancel any pending payment requests that include the AP purchase invoice. Then, reverse the AP purchase invoice.

To reverse a negative AP purchase invoice, first unapply the credit. then, reverse the AP purchase invoice.

For an AP purchase invoice that was paid using a manual payment, voiding the payment automatically reverses the AP purchase invoice. Learn how to void a manual payment.

AP purchase invoices created from a purchasing transaction, such as a PO purchase invoice or receipt, cannot be reversed. To remove the accounts payable liability for an unpaid AP purchase invoice, enter an adjustment transaction and then apply the credit created by that adjustment to the AP purchase invoice.

If the Purchasing transaction is for non-inventory items, create the adjustment in Accounts Payable:

  1. Following the instructions on decreasing the amount owed to a supplier, enter a debit memo adjustment for the amount of the AP purchase invoice.
  2. Apply the credit created by the adjustment to the AP purchase invoice.

If the Purchasing transaction is for inventory items, create the adjustment in Purchasing:

  1. Create an adjustment transaction in Purchasing.
  2. Apply the credit created by the adjustment to the AP purchase invoice.

You can only edit non-posting fields for Reversal and Reversed AP purchase invoices.

Undoing a reversal isn't in accordance with accounting best practices. Instead of undoing a reversal, perhaps one that was done by mistake, re-enter the original transaction, correcting any errors.

This ensures that the original transaction, reversal, and new transaction provide a valid audit trail and are compliant.

This error occurs when you try to reverse an AP purchase invoice or payment that has line items for entities, locations, or departments that you're restricted from accessing.

Instead, have a user that is not restricted by location or department reverse the AP purchase invoice or payment.

Learn more about entity restrictions for users.