Troubleshoot AP supplier invoice reversals

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

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Before you can reverse an AP supplier invoice that has a state of Selected, you need to cancel the payment request associated with the AP supplier 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 supplier 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 supplier invoices
  • Adjustments
  • Unpaid AP supplier invoices, when Enable reversal of unpaid AP supplier 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 supplier 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 supplier invoices.
  3. Select Save.

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

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

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

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

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

AP supplier 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 supplier invoice, enter an adjustment transaction and then apply the credit created by that adjustment to the AP supplier 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 supplier invoice.
  2. Apply the credit created by the adjustment to the AP supplier 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 supplier invoice.

You can only edit non-posting fields for Reversal and Reversed AP supplier 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 supplier 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 supplier invoice or payment.

Learn more about entity restrictions for users.