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You cannot adjust invoice distributions for a paid invoice if you disable the Allow Paid Invoice Adustments Payables option.

If you add or reverse distributions or if you change a distribution amount, you must submit Approval again before you can pay the invoice. Approval will recalculate the invoice scheduled payments.

Many factors affect whether or not you can adjust invoice distributions, such as if you use Automatic Offsets, or if you create interest invoices automatically. For a complete list of restrictions, see: Invoice and Invoice Batch Adjustment Restrictions.

Purchase Order Matched Distributions

If the invoice is purchase order matched, you cannot directly adjust fields that are defaulted by the matched purchase order, such as Amount. You can, however, reverse purchase order matched distributions at any time, then create new invoice distributions by rematching.

Updating Invoice Distributions

Prerequisite

   If the invoice is paid, enable the Allow Paid Invoice Adjustments Payables option.

   To update invoice distributions:

1. Find the invoice. See: Finding Invoices.

2. In the Invoices window, choose Distribute to navigate to the Distributions window. Make any of the following changes:

• Add Distributions. If you want to add distributions, add them in the usual manner. See: Adding New Invoice Distributions.

• Reverse Distributions. Select the distributions and choose Reverse. Payables automatically creates a reversing distribution for each distribution you select. See: Reversing Invoice Distributions.

• Rematch to Purchase Orders. Reverse a purchase order matched distribution, see: Reversing Invoice Distributions, then match to a new purchase order shipment or distribution, see: Matching to Purchase Orders.

• Adjust Account. If you have not yet posted the distribution, and you do not use encumbrance accounting, adjust the Account.

• Adjust GL Date. Payables uses the GL Date of the invoice distribution to determine the GL period to which it posts the invoice distributions. See: Adjusting GL Dates.

• Adjust Track as Asset. If you have Oracle Assets installed, the distribution is unposted, and the distribution and has an expense type account, you can adjust the Track as Asset check box. If the Track as Asset check box is enabled for an invoice distribution, Oracle Assets will import this invoice distribution when you submit Create Mass Additions. If you enter an asset type Account, Payables automatically enables the Track as Asset check box and you cannot adjust it.

• Adjust Final Match. If the distribution is purchase order matched and you have not submitted approval for it, you can adjust the Final Match option. See: Final Matching Purchase Orders.

• Adjust Income Tax Type/Region. You can adjust the invoice distribution description and the income tax type even if you have paid, partially paid, or posted an invoice. You can also update the income tax type for each distribution, regardless of whether the supplier is designated as federally reportable. Payables uses the income tax type when you submit the 1099 Payments report and the 1099 forms. If you are updating a distribution to be 1099 reportable, enter the Income Tax Region or optionally change the supplier default. If you need to make updates for many distributions, you can use the Update Income Tax Details Utility. See: Submitting the Update Income Tax Details Utility.

• Tax Name. You can change the Tax Name if the distributions have not been approved.

3. Save your work.

4. If you changed the distribution amount, added distributions, reversed distributions, or changed the tax name, you must submit Approval before you can pay the invoice. Approval will recalculate your scheduled payments.

See Also

Adding New Invoice Distributions

Prerequisites

   Invoice has not been cancelled.

   If the Allow Adjustments to Paid Invoices Payables option is enabled, invoice is not paid or partially paid.

   To add invoice distributions to an existing invoice.

1. Find the invoice. See: Finding Invoices. In the Invoices window add a distribution in one of the following ways:

• If you want to manually add a distribution, choose Distributions to navigate to the Distributions window and add one in the usual manner. See: Entering Invoice Distributions Manually.

• If you want to create new distributions by matching the invoice to new purchase order shipments or distributions, choose Match and match to a purchase order in the Match to PO window. See: Matching to Purchase Orders.

• If you are adding a distribution to a credit or debit memo, and you would like it to match an existing basic invoice, choose Match and match to an invoice in the Match to Invoice window. See: Matching Credit/Debit Memos to Purchase Orders and Invoices.

2. Choose Scheduled Payments to navigate to the Scheduled Payments window. Adjust the scheduled payment amounts to match the new invoice amount. See: Adjusting Scheduled Payments. Choose OK.

3. Save your work.

Reversing Invoice Distributions

Prerequisite

   If you use Automatic Offsets, the invoice has not been paid or partially paid.

   To reverse invoice distributions:

1. Find the invoice. See: Finding Invoices.

From the Invoices window choose the Distributions button to navigate to the Distributions window. Select the distributions you want to reverse and choose Reverse. Payables creates a negative amount distribution for each distribution you select. If the distribution was purchase order matched, Payables updates corresponding purchase order information such as Quantity Billed.

2. Save your work.

INVOICE AND INVOICE BATCH ADJUSTMENT RESTRICTIONS:

ADJUSTING ACCOUNT: If the distribution is purchase order matched, you must enable the Allow Flexfield Override Payables option before you can adjust the account.

ADJUSTING INVOICE AMOUNT: You cannot adjust the invoice amount to less than the amount you have already paid on an invoice.

AUTOMATIC OFFSETS: If you use Automatic Offsets and an invoice has been fully or partially paid, you cannot adjust the invoice, except for the Description.

CANCELLED INVOICES: If you have cancelled an invoice, you cannot adjust any invoice or invoice distribution information for that invoice.

CASH BASIS ACCOUNTING: If you use the cash basis accounting method, you cannot update a paid invoice after you post the payment unless it is a void payment and you have posted the void payment.

CASH BASIS ACCOUNTING: You can adjust distributions for any paid or partially paid invoice that you have not yet posted.

COMBINED BASIS ACCOUNTING: If you are using combined basis accounting, and the invoice is paid or paritally paid, you cannot make adjustments to existing distributions. You can, however, match to a purchase order, and you can reverse existing distributions.

ENCUMBRANCE ACCOUNTING/FINAL MATCH: If you are using encumbrance accounting and you mark a distribution as a final match to a purchase order, Payables creates reversing journal entries for all outstanding encumbrances on that purchase order.

FINAL MATCHED: You cannot adjust an invoice that has distributions marked as Final Matched. You can disable the distribution's Final Match check box if you have not submitted Approval for the invoice. After you submit Approval for a final matched invoice and Payables approves the invoice, you cannot make adjustments to the invoice or reopen the purchase order.

INTEREST INVOICES: You cannot adjust interest amounts or interest invoice distributions of interest invoices that Payables creates automatically if you enable the Allow Interest Invoices supplier site option.

INVOICES SELECTED FOR A PAYMENT BATCH: You cannot adjust an invoice that has been selected for payment in a payment batch. You can wait until the payment batch completes and then adjust the paid invoice.

REVERSING DISTRIBUTIONS WITH INVALID ACCOUNTS: You cannot reverse an invoice distribution that has an invalid account.

WITHHOLDING TAX: You cannot adjust posted withholding tax type distributions.

WITHHOLDING TAX: If you have enabled withholding tax and you choose to have Payables automatically create invoices to a tax authority, you cannot modify the distributions of that invoice.

See Also

Unapplying Prepayments

Paying Invoices from the Invoice Workbench

Selecting Multiple Records