14 Revise Posted Invoices

This chapter contains these topics:

If an invoice is posted and not paid, you can revise it.


From Accounts Receivable (G03), choose Customer & Invoice Entry

From Customer & Invoice Entry (G0311), choose Standard Invoice Entry

What You Should Know About

Topic Description
Audit trails for posted invoices The system maintains an audit trail when you change or void a posted invoice. It uses document type RE (reverse entry) for the new transactions that adjust or reverse the posted transactions.
Batch status The system changes the batch status on the original batch from posted to unposted if you:
  • Change the total gross amount for the invoice

  • Change the number of invoices in a batch

  • Change a journal entry

14.1 Changing a Posted Invoice

You can change posted, unpaid invoices, but you cannot delete them. You cannot change the following key fields:

  • Invoice Number

  • Invoice Type

  • Invoice Company

  • Account Number

  • G/L Date

  • Company

  • G/L Offset

The Company and G/L Offset fields are not key fields until an invoice has been posted.

To change the information in these fields, do one of the following:

  • Void and re-enter the invoice.

  • Copy the invoice and change these fields on the new invoice before you enter it then void the original invoice.

To change a posted invoice

On Standard Invoice Entry

Figure 14-1 Standard Invoice Entry (Revise) screen

Description of Figure 14-1 follows
Description of ''Figure 14-1 Standard Invoice Entry (Revise) screen''

  1. Locate the invoice.

  2. Change the information in any field that is not a key field.

  3. Press Enter to access AR and AP Journal Entries.

  4. On AR and AP Journal Entries, complete the following fields to create a balancing entry, if necessary:

    • Account Number

    • Amount

    • Explanation 2 (optional)

14.1.1 What You Should Know About

Topic Description
Changing a posted invoice with taxes To change a posted invoice with taxes, enter a new gross amount and remove the tax amount and taxable amount information. The system recalculates the tax information.
After changing a posted invoice After you change a posted invoice, you might need to approve it before you post the batch again. You must do this if the default entry status for the original invoice was pending.

See Also:

14.2 Voiding a Posted Invoice

To remove a posted invoice from your general ledger, you must void it and then post the batch again. You cannot delete a posted invoice.

After you void an invoice, notice the following:

  • The original gross amount and open amount for the invoice is zero.

  • The payment status code is P (paid).

  • The document type (RE) audit trail record is created for the change in gross amount.

  • The original document retains the original G/L date. The G/L date on the void record reflects the date entered for the void.

To void a posted invoice

On Standard Invoice Entry

  1. Locate the invoice you want to void.

  2. Using the Delete action, change the following field, if necessary, and press Enter to access A/R and AP Journal Entries:

    • G/L Date

  3. On AR and AP Journal Entries, complete the following field:

    • Void – Enter V in this field. Do not manually enter the account number and amount as the system will automatically create the reversing entry when you press Enter.

Field Explanation
Void A code that controls whether transactions are automatically reversed or voided. Valid codes are:

R – Create automatic reversing entries when the original entries are posted to the general ledger. Date the reversing entries as of the first day of the following period.

V – Create reversing entries (reverse the sign on the amount on the original entry) and date them as of the current date. This code is only valid if you are changing an existing transaction. To void a transaction, locate the original entry and change the Void field to V. If the journal entry has not been posted, you can delete the journal entry.

blank – Do not reverse or void transactions.

Form-specific information

You cannot create reversing entries for invoices. Valid codes are V and blank.

14.2.1 What You Should Know About

Topic Description
Voiding a paid invoice To void a paid or partially paid invoice, you must first void the customer's payment.