Adjusting Invoices
Authorized users can make adjustments to invoice details, distributions, and scheduled payments, even if the invoice has been posted to your general ledger or paid. After you make an adjustment to an invoice, you must submit Approval before you can pay it. See: Invoice and Invoice Batch Adjustment Restrictions for more information on adjusting different types of invoices and invoice distributions.
Remember that some invoice values, such as the GL Date, are used as defaults when you create new invoice distributions. If you change an invoice GL Date, it does not affect the existing GL Dates for the invoice distributions. If you want to change invoice distribution GL Dates you must change them in the Distributions window.
If you have not paid an invoice you can cancel it. After you cancel an invoice, however, you can make no changes to it. If you have not submitted Approval for an invoice, you can delete it from the database.
Adjusting Purchase Order Matched Invoices
If you accidentally matched to the wrong purchase order shipments or distributions, you can reverse matched distributions and/or create new distributions by matching to new purchase order shipments or distributions of the same purchase order or of another purchase order. If you add or reverse invoice distributions you must also change the scheduled payment amounts to match the new invoice total, or Payables will place holds on the invoice during Approval.
You can adjust the GL Date, Income Tax Type, and Account fields of a purchase order matched invoice distribution. You can change the Account only if you have not yet posted the invoice and if you have enabled the Allow Flexfield Override Payables option.
If a supplier sends an invoice for a change in unit price for an invoice you have matched to a purchase order, use a price correction to adjust the invoiced unit price of previously matched purchase order shipments or distributions without adjusting the quantity billed. See: Recording Price Corrections.
See Also
Invoice Adjustment Chart
Budgetary Control In Payables
Invoice Variances
Unrealized Gain/Loss Report
Purchasing Integration
Adjusting Invoice Amounts
Prerequisites
The invoice is not fully paid.
The invoice has at least one unposted or unapproved distribution.
To adjust the amount of an invoice:
2. In the Invoices window change the Invoice Amount.
Choose Distributions to navigate to the Distributions window. Adjust the distributions to match the new invoice amount.
- If the invoice is not purchase order matched, you can add, reverse, and adjust distributions. Choose OK.
- If the invoice is purchase order matched, you can reverse, rematch, or match distributions to purchase order shipments and purchase order distributions. Choose OK.
3. Choose Scheduled Payments to navigate to the Scheduled Payments window. Adjust the scheduled payments to match the new invoice amount. Choose OK.
4. Save your work. You must submit Approval again before you can pay the invoice.
See Also
Adjusting Invoice Distributions
Adding New Invoice Distributions
Reversing Invoice Distributions
Adjusting Scheduled Payments
Entering Purchase Order Matched Invoices
Approval
Entering Basic Invoices
Adjusting Invoice Exchange Rates
You can change the Exchange Rate of an invoice at any time before posting or payment. You can change the exchange rate in two ways:
- Manually adjust the exchange rate information in the Invoices window.
See Also
Entering Foreign Currency Invoices
Foreign Currency Transactions
Invoice and Invoice Batch Adjustment Restrictions
Adjusting GL Dates
You can change the GL Date of any invoice in the Invoices window but the new GL Date will default only to new invoice distributions you create. If you want to adjust the GL Date on existing invoice distributions, change the GL Dates in the Distributions window. Payables uses the GL Date of the invoice distribution to determine the GL period to which Payables posts the invoice distributions.
Use the Unposted Invoice Sweep program to transfer all unposted invoices and payments from one accounting period to another. You can submit this program when you need to close a period that has unposted invoices or payments in it.
If you adjust the GL Date of a foreign currency invoice, Payables automatically recalculates the exchange Rate Date and Rate for the invoice unless you have manually entered a different Rate Date.
See Also
Payables Transfer to General Ledger Program (Posting)
General Ledger Effective Date
Unposted Invoice Sweep Program
Invoice and Invoice Batch Adjustment Restrictions
Adjusting Prepayments
If you have not paid or applied a prepayment, you can make changes to it in the same way that you make changes to an invoice. You can cancel a prepayment after you post it, but not after you pay or apply it.
See Also
Invoice and Invoice Batch Adjustment Restrictions
