Changing a fully paid invoice

• 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 a commitment that uses another tax group
  • Change retainage amounts
    • Accounts Payable won't prevent changing retainage amounts, but changing them after paying an invoice causes incorrect retainage
  • Change the prefix on expense account to change the AP account prefix or the bank you paid with
• You SHOULD NOT change or remove commitment/purchase order/subcontract or job-related information on a paid distribution 
• You CAN make the following changes to a fully paid invoice:
  • Increase the invoice amount if you add a new distribution or increase existing distributions by the same amount
  • Don’t 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
    • You changed a paid AP credit invoice or distribution to 0.00 or deleted
    • Accounts Payable Change Invoices task hangs
  • Increase discount amounts, tax amounts, or deduction amounts if you increase the amount of the invoice
  • Change any date
    • The Accounting date usually determines which period the invoice affects in General Ledger and Job Cost. The exceptions are when you set your Accounting date usage to use the Invoice date or Date received. Check the setting in File, Company Settings, AP Settings, Invoice Settings.
    • See considerations for 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

Information

• Accounts Payable doesn’t send reversing/correcting entries to General Ledger or Job Cost for all invoice changes. AP only sends entries to GL/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. You can retype the Accounting Date or Amount along with your other changes. Don’t 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 a cash basis accounting method:
  • If you change the Expense account on a paid distribution, the new entries use the Check date as the accounting date. To use a different date, add new distributions for the changes instead of modifying the existing distributions.
  • You can’t change an existing line of distribution on a Record Manual Check invoice. The Change Invoices task allows you to accept the distribution, but you can't accept the invoice changes. You’ll have to cancel the changes, then go back into Change Invoices and add new distributions.
  • For both scenarios, refer to How do I change distribution information on a paid Accounts Payable invoice?
• If you use Manual posting, go to the interfacing applications to post your invoice changes. In Job Cost and General Ledger, go to Tasks and Post Entries to post manually. Also use Tasks and Post Entries in Property Management when there’s a Chargeback.
• If you use inter-company accounting and retrieve a bank account per distribution, void the payment before making invoice changes.

How do I remove or reduce retainage held on an Accounts Payable invoice or commitment for retainage that no longer needs to be paid?

How do I void and reuse an Accounts Payable check number for error correction?