Edit a AP purchase invoice during approval

Instead of declining a AP purchase invoice, approvers can edit some AP purchase invoice details during approval.

You can edit some header details on an AP purchase invoice and can add, modify, or delete line items if the total amount of the AP purchase invoice remains the same as the original posting amount. To edit any other fields, decline and resubmit the AP purchase invoice. All edits are captured in the audit log.

If you are not an approver and need to update a submitted AP purchase invoice, recall the AP purchase invoice to remove it from the approval queue and make it available to edit.

After you make the necessary edits, you can approve the AP purchase invoice.

AP purchase invoice approvals are only available for AP purchase invoices and recurring AP purchase invoices created in Accounts Payable. For transactions created in Purchasing, use Purchasing approvals.
Subscription

Accounts Payable configured for AP purchase invoice approvals.
User type

Business
Permissions

Approve AP purchase invoices: List; AP purchase invoices: Edit

AP purchase invoice Approval Levels: If your company is set up for value approval, assign the appropriate permission level. For example, if you’re a Level 2 approver you need Level 2 permissions.
Restrictions

Business users with appropriate permissions can edit some AP purchase invoice details during approval.

  1. Go to Accounts Payable > All > AP purchase invoices > Approve AP purchase invoices.
  2. Filter the list to see only the AP purchase invoices that you want to act on.

    Enter a value in one of the column headers and press the Enter key on your keyboard.

    Top-level companies only see AP purchase invoices created at the top level. To view AP purchase invoices created at the entity level, select Include private.

  3. Next to the appropriate AP purchase invoice, select View.

    The AP purchase invoice page appears.

  4. Select Edit.
  5. Make your changes.
  6. Select Save.

Editable fields during approval

Field name Edit during approval? Notes
Date No  
AP purchase invoice total No

The total amount of the AP purchase invoice is not editable. If you add, edit, or remove line items, make sure that these changes net to the original total AP purchase invoice amount.

Date

 No  
GL posting date No  
Supplier No  
Pay to and return to No  
AP purchase invoice number Yes

 
Reference number Yes  

Description

 Yes

 

Payment term/Term

 Yes

 
Recommended to pay on Yes

 
Attachment Yes  
Due date Yes  
Payment priority Yes

 
Place this AP purchase invoice on hold Yes

 
Transaction currency No  
Exchange rate date No  
Entries section

Account or Account Label

Yes

 

Memo

 Yes

 

Billable

 Yes

You can edit this field if your company is subscribed to Project Costing & Billing.

1099

 Yes

You can edit this field if Enable 1099 flag override is selected in Configure Accounts Payable.

Form 1099 Type

Form 1099 Box

 Yes

You can edit this field if Form 1099 form and box override is selected in Configure Accounts Payable.

Dimensions such as:

Location

Department

AP account

... and more

 Yes

You can edit these dimension fields if the applicable dimensions are selected in Configure Purchasing and Configure Accounts Payable.

You can edit the Department dimension only if your AP purchase invoice approval policy is not configured for Value Approval, Transaction Department.

For AP account, 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 permissions for AP purchase invoices: Override AP account.
Allocation Yes

You can edit these fields if Enable allocation in AP purchase invoice entry is selected in Configure Accounts Payable.
Allocation Splits Yes