Enhanced interface

Edit a AP supplier invoice during approval

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

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

If you are not an approver and need to update a submitted AP supplier invoice, recall the AP supplier 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 supplier invoice.

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

Subscription	Accounts Payable configured for AP supplier invoice approvals.
User type	Business
Permissions	Approve AP supplier invoices: List; AP supplier invoices: Edit AP supplier 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 supplier invoice details during approval.

Go to Accounts Payable > All > AP supplier invoices > Approve AP supplier invoices.
Filter the list to see only the AP supplier 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 supplier invoices created at the top level. To view AP supplier invoices created at the entity level, select Include private.
Next to the appropriate AP supplier invoice, select View.
Select Edit.
Make your changes.
Select Save.

Editable fields during approval

Field name	Edit during approval?	Notes
Date	No
AP supplier invoice total	No	The total amount of the AP supplier invoice is not editable. If you add, edit, or remove line items, make sure that these changes net to the original total AP supplier invoice amount.
Date	No
GL posting date	No
Supplier	No
Pay to and return to	No
AP supplier 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 supplier invoice on hold	Yes
Transaction currency	No
Exchange rate date	No

Entries section

Field name	Edit during approval?	Notes
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 supplier 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 supplier invoice and adjustment entry is selected in Configure Accounts Payable and the user has permissions for AP supplier invoices: Override AP account.
Allocation	Yes	You can edit these fields if Enable allocation in AP supplier invoice entry is selected in Configure Accounts Payable.
Allocation Splits	Yes