• You CANNOT make the following changes on a fully paid invoice:
  • Change the vendor.
  • Change the invoice number.
  • Reduce the amount to less than the amount paid.
  • Reduce the tax amount to less than what the tax amount was when you paid the invoice.
  • Reduce the discount amount to less than what the discount amount was when you paid the invoice.
  • Reduce the miscellaneous deduction amount to less than the amount deducted when you paid the invoice.
  • Change the tax group even if you change a distribution to use a Job Cost commitment that would normally use another tax group.
  • Change retainage amounts.
    • Note: Accounts Payable may not actually prevent you from changing retainage amounts, but if you change retainage amounts after you paid an invoice the retainage may appear incorrectly.
  • Change the prefix on expense account to change the AP account prefix or the bank you paid it on.
• You SHOULD NOT change or remove commitment/purchase order/subcontract or job-related information on a paid distribution. Refer to How do I add, change, or remove job cost information from an Accounts Payable invoice?
• You CAN make the following changes to a fully paid invoice:
  • Increase the invoice amount, if you add a new distribution or increase the amount of existing distributions by the same amount.
  • IMPORTANT: Do not change a credit distribution amount to 0.00 after you paid the invoice. This will result in a file fix. Add new lines of distribution instead.
    • See A credit invoice or distribution was changed to 0.00 and/or deleted after it was already paid in Accounts Payable and Change Invoices hangs when attempting to change a paid invoice in Accounts Payable.
  • Increase discount amounts, tax amounts, or deduction amounts if you increase the amount of the invoice.
  • Change any date.
    • Notes:
      • The Accounting date is usually the date that determines which period the invoice affects in General Ledger and Job Cost. The exceptions are when your Accounting date usage is set to use Invoice date or Date received as the accounting date (File, Company Settings, AP Settings, Invoice Settings).
      • Refer to What date should I use for my accounting date reversal when I change or delete an Accounts Payable invoice? for considerations when changing the accounting date of the invoice.
  • Change the expense account on a non-job-related distribution.
  • Change descriptions.
  • Add a Chargeback to a distribution.

Notes:

• Accounts Payable does not send reversing/correcting entries to General Ledger or Job Cost for all invoice changes. AP only sends entries to GL and JC when your changes affect accounting dates, amounts, accounts, or job information. If you need AP to send entries to GL or JC, use Change Invoices to retype the Accounting Date or Amount along with your other changes. Do not change the date or amount, simply type the same date or number again. Accept your changes and Post them in General Ledger and Job Cost.
• If you are on cash basis accounting method:
  • If you change the Expense account on a paid distribution, the new entries will use the Check date as the accounting date. If you do not want to use that date, add new distributions for the changes instead of modifying the existing distributions.
  • You cannot change an existing line of distribution on a Record Manual Check invoice. The Change Invoices task will allow you to accept the distribution, but you will not be able to accept the invoice changes. You will have to cancel the invoice changes and go back into Change Invoices and add new lines of distribution.
  • For both scenarios, refer to How do I change distribution information on a paid Accounts Payable invoice?.
• If your Posting Settings are set to Manual, you must go into the interfacing applications to post your invoice changes. In Job Cost, General Ledger, and Property Management (when there is a Chargeback) use Tasks, Post Entries to manually post the changes.
• If you use inter-company accounting and retrieve bank account per distribution, you must void the payment before making invoice changes.