Edit a contract invoice

You use the Generate Invoices page in the Contracts application to create a contract invoice. However, you edit contract invoices in the Order Entry application.

Order Entry transaction editing restrictions

The rules that govern editing Order Entry invoices apply to contract invoices. The following table describes the conditions under which you can't edit a contract invoice and provides possible solutions:

Condition	Possible Solution
If the transaction definition Edit policy is set to "No Edit".	Change the Edit policy on the transaction definition.
If you have previously printed a document for the transaction and the transaction definition Edit policy is set to prohibit the edit of a transaction after a document has been printed.	Change the Edit policy on the transaction definition.
If the transaction has been converted to another transaction.	Delete the downstream transaction. For example, if you want to edit a contract invoice but it was already converted to sales credit memo, delete the applicable sales credit memo. Best practice: Use a negative contract line to credit a contract instead of converting the contract invoice to a sales credit memo.
If a payment has been applied to the transaction. Received the error message, "A payment has been made against this Invoice / Adjustment."	Even if the payment was reversed, you will not be able to edit the contract invoice (other than changing the State from Pending to Closed). In this scenario, see delete or reverse the effects of a contract invoice.
If the reporting period is closed.	Open the reporting period.

What you can edit

You can only edit contract invoices with State = Pending or Closed and Payment status = Open.

If the reporting period is open, you can edit posting and non-posting fields. If the reporting period is closed, you can only edit non-posting fields.

Non-posting fields

Non-posting fields are fields on the contract invoice that do not post to the AR invoice. The following are non-posting fields:

• Shipping method
• Item description
• Service period start date
• Service period end date
• Custom fields that have unique IDs from the custom fields on the AR invoice

Posting fields

Posting fields are fields on the contract invoice that post to the AR invoice. The following are posting fields:

• Transaction date
• GL posting date (only applicable if Accounts Receivable is configured with Enable override of GL posting date during entry = Yes. Otherwise, the Transaction date is also the GL posting date.)
• Exchange rate date
• Exchange rate type
• Exchange rate (only applicable when Exchange rate type = Custom)
• Bill to (only editable if the transaction definition allows Bill to editing)
• Ship to (only editable if the transaction definition allows Ship to editing)
• Message
• Reference
• Custom fields that have the same IDs as the custom fields on the AR invoice

Can I add a line item to a contract invoice?

Yes. However, adding a line item to a contract invoice in Order Entry will not propagate back to the contract (it will not affect contract journal balances). The best practice is to add the item as a contract line on the contract and then generate the contract invoice.

If you add line items to the contract invoice in Order Entry, you can edit those line items per the Order Entry editing rules.

What you cannot edit

Regardless of whether the reporting period is open or closed, you cannot edit the following fields for contract line items in a contract invoice:

• Item
• Price
• Quantity
• Memo
• Unit of measure
• Dimension values
• Price calculation memo
• Timesheet notes
• Discount or surcharge notes

If you need to change any of these fields, see Delete or reverse the effects of a contract invoice.

Where do I edit sales tax for contract invoices?

The Order Entry transaction definition that you use when you generate a contract invoice contains the tax calculation logic. If logic exists, the sales tax is automatically calculated and included in the contract invoice. As with Order Entry transactions, tax related to kits is calculated on the kit item and not on the kit components.

If it is your business process to do so, you can edit the contract invoice in Order Entry to manually enter or update sales tax amounts. You do not enter any sales tax information in Contracts.

Edit a contract invoice

1. In Order Entry, open the applicable invoice list and select Edit next to the desired contract invoice.
2. Edit the contract invoice fields as applicable. See the Order Entry Transaction Field table for detailed information.
3. Select Post.