About deleting and reversing AP purchase invoices

Learn the differences between deleting and reversing an AP purchase invoice, and the conditions that determine which option is available.

Differences between delete and reverse

Action Description

Delete

The transaction is removed from Sage Intacct, as though you never created it.

Reverse

The transaction remains in the system and the state changes to Reversed.

Intacct adds a new transaction for the supplier, with the following information:

  • State: Reversal.
  • The AP purchase invoice number: Reversed - [original AP purchase invoice number].

    For example, if the original AP purchase invoice number is 28517, the AP purchase invoice number for the reversing transaction is Reversed - 28517.

  • Amount: The amount that reverses the original transaction.

    For example, if the original AP purchase invoice amount is £100, Intacct creates a reversal for the negative amount, (£100).

  • Description: The description that you gave when you initiated the reversal.
Reversing an AP purchase invoice provides an audit trail for the transaction.

Requirements to delete or reverse an AP purchase invoice

Whether you see the delete or reverse option is impacted by:

  • Where the AP purchase invoice is within the Accounts Payable workflow

    For example, whether it is paid or unpaid, in approval, or reconciled.

  • How your company is configured
  • Your user permissions

Unpaid AP purchase invoices

  • You have Accounts Payable permissions to delete AP purchase invoices.
  • Your company is not enabled for reversals.
  • You are a Business user type.
  • There are no payments made against the AP purchase invoice.
  • The AP purchase invoice isn't the result of a charge payoff.

    In this case, reverse the AP purchase invoice.

  • The AP purchase invoice hasn't been reconciled.

    After an AP purchase invoice has been reconciled, you can no longer delete or reverse it. Instead, reopen the reconciliation to make changes.

For an AP purchase invoice in an Approved state, you can only delete the AP purchase invoice if there isn't a payment made against it.

For an AP purchase invoice in a Selected or Partially Paid state, cancel the associated payment request, then delete the AP purchase invoice.

  • You have Accounts Payable permissions to reverse AP purchase invoices.
  • The AP purchase invoice is in a Draft or Posted state and your company is enabled for reversals.
  • The AP purchase invoice has not been reconciled.

    After an AP purchase invoice has been reconciled, you can no longer delete or reverse it. Instead, reopen the reconciliation to make changes.

Paid AP purchase invoices

You can't delete paid AP purchase invoices, you can only reverse them.

  • You have Accounts Payable permissions to reverse AP purchase invoices.
  • You are a Business user type.
  • The AP purchase invoice hasn't been reconciled.

    After an AP purchase invoice has been reconciled, you can no longer delete or reverse it. Instead, reopen the reconciliation to make changes.

Reverse or delete based on AP purchase invoice state and configuration

Determine the action that you can take on an AP purchase invoice based on its state and how Accounts Payable was configured.

After you reverse a transaction, you cannot undo the reversal. However, you can create another transaction to replace the original.

State Description Reversal disabled Reversal enabled

Draft

Created but not submitted or posted. The AP purchase invoice might be awaiting more input.

Delete the AP purchase invoice.

Delete the AP purchase invoice.

Partially approved

For companies configured for AP purchase invoice approvals.

This AP purchase invoice is pending subsequent approval from one or more approvers.

Delete the AP purchase invoice.

An approver needs to decline or fully approve the AP purchase invoice before you can reverse it.

Declined

For companies configured for AP purchase invoice approvals.

The AP purchase invoice was declined by an approver.

Delete the AP purchase invoice.

You can't reverse a declined AP purchase invoice. Instead, submit the AP purchase invoice again for approval and approve it. This puts the AP purchase invoice in a Selected state, and you can then reverse it.

Posted

Created and posted from the AP purchase invoices page

Delete the AP purchase invoice.

If the AP purchase invoice is the result of a charge payoff, you can only reverse it.

You can reverse an unpaid AP purchase invoice that was entered directly in Accounts Payable.

Posted from PO/OE

Created and posted from OE/PO

Delete from OE/PO.

Delete from OE/PO.

Selected

A payment request was created for the AP purchase invoice and has not yet been completed.

You might see this status if your company is enabled for payment approvals or if payment requires more steps to complete. For example, you need to print or confirm a cheque to complete a payment request that uses this payment method.

First cancel the payment request, then delete the AP purchase invoice.

First cancel the payment request, then reverse the AP purchase invoice.

Partially Paid

The AP purchase invoice has a payment request and already has a partial payment against it.

First cancel the payment request. Then void the payment and reverse the AP purchase invoice.

First cancel the payment request. Then void the payment and reverse the AP purchase invoice.

Paid

The AP purchase invoice was paid.

Void the payment then reverse the AP purchase invoice.

Exception: If you recorded the AP purchase invoice and the payment simultaneously, using the manual payment process, voiding the payment automatically reverses the AP purchase invoice.

Void the payment then reverse the AP purchase invoice.

Exception: If you recorded the AP purchase invoice and the payment simultaneously, using the manual payment process, voiding the payment automatically reverses the AP purchase invoice.

No Value

The transaction is posted, but doesn't affect the General Ledger.

Reverse the AP purchase invoice.

Reverse the AP purchase invoice.