Reclassifying transactions in Accounts Payable

To correct information on an Accounts Payable transaction in the states of Selected, Partially Paid, or Paid, you need to reclassify it. Note that not all information on a transaction can be reclassified, and not all transaction types are eligible for reclassification. Reclassification requires setup and might not be available in all regions.

What you can reclassify in Accounts Payable

Information that can be reclassified in Accounts Payable
Transaction type Information that you can change Information that you cannot change
AP supplier invoices
  • AP supplier invoice number
  • Account number
  • Line item dimensions, such as Location or Department
    Location and Department cannot be edited for lines where an allocation is selected.
  • 1099 fields, if the supplier is already set up for 1099 reporting
  • Term, Due date, and Payment priority
  • Reference number, Description, Attachments, and Memo fields
  • AP supplier invoice date and GL posting date
  • Supplier, pay-to contact, or return-to contact
  • Allocations for line items
  • Amounts and currency information
  • Configuration of line items, which means that you cannot add, remove, or split lines
  • Billable flag for a line item
AP Adjustments
  • Account number
  • Line item dimensions, such as Location or Department
  • 1099 fields, if the supplier is already set up for 1099 reporting
  • Reference AP supplier invoice number, Description, Attachments, and Memo fields
  • Adjustment date and GL posting date
  • Supplier, pay-to contact, or return-to contact
  • Amounts and currency information
  • Configuration of line items, which means that you cannot add, remove, or split lines
You cannot reclassify advances.

Restrictions

To reclassify a transaction, the following must be true:

  • Transaction State: The transaction must be in the state of Selected, Partially Paid, or Paid.

    Unpaid transactions can typically be edited instead. Reversed and Reversal transactions cannot be edited or reclassified. Zero balance transactions cannot be selected or paid, so they’re also ineligible for reclassification.

  • Summary or Period: The summary or period must be open.

    The period must be open not just for the entity where the transaction was created, but also in all entities included in line items, and entities associated with the banks used to pay the transaction.

    If your Accounts Payable configuration has the Manual payments Summary frequency set to One per manual payment, the summary is automatically closed after the payment is added. You need to open the summary before you can reclassify the associated AP supplier invoice. To avoid this issue for future transactions, set the Summary frequency to another option, such as Daily or User-defined.
  • Reconciliation status: The transaction must not be included in a completed (closed) reconciliation. To reclassify, reopen the reconciliation.
  • Related to a project: If the transaction is marked as billable and has been included in an invoice for the project, you cannot reclassify it.
  • Applied credits: Any credits applied must be from a single entity.
  • Payment method: The transaction cannot be paid by credit card.
  • Associated bank: The transaction must be paid from a single bank.
  • Tax implications: The transaction cannot use a standard or custom tax solution.
  • Additional requirements: The transaction must not be a credit card charge payoff.
Purchasing transactions: Reclassifying AP supplier invoices generated in Purchasing Entry does not affect the original transaction.

For example, say you create an AP supplier invoiceby converting a Purchasing document that has a location of California. Then, you reclassify the AP supplier invoice in Accounts Payable to change the location to New York. Only the location listed on the AP supplier invoice changes to New York. In Purchasing, the location listed on the originating transaction does not change; it’s permanently set to California, not New York. You cannot re-open the original transaction to change the location manually.

Set up

To make reclassification available in your company, you need to enable reclassification in your Accounts Payable configuration. Then, you need to grant reclassification permissions to the users authorized to correct these transactions.

After you complete this setup, authorized users can reclassify AP supplier invoices and adjustments by selecting Reclassify on the transaction edit page.