This chapter contains these topics:
After a voucher is posted but before you pay it, you might need to change it. For example, you might need to add lines to the G/L distribution. You might also need to void it.
From Accounts Payable (G04), choose Supplier & Voucher Entry
From Supplier & Voucher Entry (G0411), choose Standard Voucher Entry
You might need to change posted, unpaid vouchers. For example, you might need to add lines to the G/L distribution.
The system maintains an audit trail when you change a posted voucher. It uses document type PE (change in gross amount) for the new transactions that adjust the posted transactions.
You cannot change the following key fields:
Voucher Number
Voucher Type
Voucher Company
Supplier Number
G/L Date
Company
G/L Offset
Company and G/L Offset become key fields when a voucher is posted.
To change the information in one of these key fields, do one of the following:
Void and re-enter the voucher
Copy the voucher and change these fields on the new voucher before you enter it
If you make certain types of changes, the system changes the batch status from posted to unposted. You must post the batch again. This is true if you:
Change the total gross amount for the voucher
Change the number of vouchers in a batch
Change a journal entry
If you must post the batch again, you might need to approve the batch before you post it. You must do this if the default entry status for the original voucher was pending.
On Standard Voucher Entry
Locate the voucher.
Change the information in any field that is not a key field.
Access AR and AP Journal Entries by pressing Enter.
On AR and AP Journal Entries, complete the following fields to create a balancing entry, if necessary:
Account Number
Amount
Explanation 2 (optional)
| Topic | Description |
|---|---|
| Changing a posted voucher with taxes | You cannot add taxes to a posted voucher. However, you can change the gross amount of the voucher, and enter tax information as an additional pay item.
To change a posted voucher with taxes, enter a new gross amount and remove the tax amount and taxable amount information. The system recalculates the tax information. |
To remove a posted voucher from your general ledger, you must void it and then post the batch again. You can void a voucher in any open fiscal period. You cannot delete a posted voucher.
To void a paid voucher, you must void the payment. After you do so, the voucher is considered unpaid and can be voided.
The system maintains an audit trail when you void a posted voucher. It uses document type PE (change in gross amount) for the new transactions that reverse the posted transactions.
On Standard Voucher Entry
Locate the voucher.
To void the voucher in a different period, change the following field (optional):
G/L Date
Access AR and AP Journal Entries by performing the Delete action.
On AR and AP Journal Entries, complete the following optional field:
Void
If you do not complete the Void field, complete the following fields:
Account Number
Amount
Explanation 2
Use the change action.
To verify the void, locate the original voucher.
Verify the following:
The gross and open amount for the original voucher information is zero (blank) in the A/P Ledger (F0411)
The payment status code is P (paid)
The G/L date is unchanged
To verify the audit trail, locate the new void document (document type PE).
Verify the following:
The gross amount in the A/P ledger reflects the amount of the original voucher in the opposite value (a credit amount for a voucher or a debit amount for a debit memo).
The G/L date in the A/P ledger reflects the void G/L date.
Pay status for the PE record is P.
The journal entry in the General Ledger (F0911) has the reversing entry to the same G/L account as the original posted entry.
The G/L date for the reversing journal entry matches the void G/L date in the A/P ledger.