Option 1: The invoice has not been paid

If the invoice has not been paid, use Change Invoices to change the commitment or job information on the distribution line. Change the accounting date on the invoice if the period is closed.

Option 2: The invoice has been partially or fully paid

If the invoice has been paid, negative and positive lines must be used along with a zero dollar check.

Change the distributions on a fully paid invoice in Accounts Payable:

1. From the Tasks menu, select Change Invoices.
2. Enter the Vendor and Invoice ID for the invoice that you want to change.
   Note: If you do not want your invoice changes to affect a closed General Ledger period, select the appropriate link below and follow the detailed steps.
3. Press the TAB or ENTER key on your keyboard until you see the distribution grid.
   • If the invoice is unpaid, add or edit the Job information, then click Accept Distribution and Accept Invoice. If the invoice is paid, continue with the steps below:
4. Enter a new negative line of distribution that offsets the paid line of distribution that you want to reverse. Enter the same account and job information as the original paid line of distribution but enter negative amounts.
   Note: You may need to enter multiple negative lines of distributions if you want to offset multiple paid lines of distributions.
5. Enter new positive lines of distribution with the correct distribution information. The offsetting negative lines of distribution and the new positive lines of distribution should net to zero. The invoice amount does not change.
   Example: You have an invoice for $100.00 that you entered and fully paid. There are two lines of distribution for $50.00 each. They have incorrect job information. When you correct these invoices, you enter four new lines of distribution. Two lines of distribution for -$50.00 that have the original incorrect job information, and then two new lines of distribution for $50.00 each that have the correct job information. The net change to the invoice amount is zero. There are now six distributions instead of two.
6. Click Accept dist after you enter each new distribution.
7. Click Accept invoice after you make all your invoice changes.
   Note: If you changed the accounting date to your current period, you can specify where to send the reversing entries. Select Revised accounting date and then click OK.
8. Click Finish and print your journal to a file or printer. Your new distributions net to zero, but they are unpaid and have a status of Open. If you use cash basis accounting, the expense information does not post to General Ledger until these distributions are paid.

Record Manual Checks:

Pay these distributions to change the status to Fully Paid by printing checks for this vendor or by recording a $0.00 manual check.

1. From the Tasks menu, select Record Manual/Print Quick Checks.
2. Choose a payment Method:
   • If you use Quick Check a Check will print with a check stub showing the changes made, The check will be recorded in Cash Management and can not be reused.
   • If you use Manual Check the check number will be recorded in Cash Management and can not be reused. No Check stub will be print.
   • If you record the entry as an EFT Payment to use a Reference number instead of using a Check number. Reference numbers can include characters such as "Inv123412C". No check stub/notice will be print.
3. Enter Bank information.
4. The payment amount is 0.00.
5. In the Invoice column of the invoice grid, click List, and then select the invoice you changed above. Change the Amount to 0.00.
6. In the Distribution grid the Amount column should total 0.00
7. Delete any amounts that come up in the Retainage Held column
8. Click Accept invoice, and then click Accept check.
9. Click Finish and print your journal to a file or printer.
10. Post entries in General Ledger and Job Cost.