How do I correct an Accounts Payable invoice entered with an incorrect accounting date?
Description


Cause
Resolution



Use Change Invoices and accept the Original Date for the Reversal:

  1. Verify all prior changes to the applicable invoice. Refer to How can I see the transaction history of an invoice in Accounts Payable?
  2. Correct the invoice in Accounts Payable as follows:
    1. In Accounts Payable, from the Tasks menu, select Change Invoices
    2. Type the vendor and invoice ID, or click List to select them
    3. Press TAB to move through the invoice entry grid to the Acct Date column
    4. Change the accounting date to your current accounting period
      • Note: If your Accounting date usage in File, Company Settings, AP Settings, Invoice Settings is set to Invoice date or Date received, change that date instead or change the setting to Entered to display the accounting date separately
    5. Accept your invoice changes
    6. In the Reversal Accounting Date window, select Original accounting date. This creates debit and credit entries for the incorrect accounting period. The original entries and these reversing entries should net to zero
      • Note: This window appears only if you changed the invoice's accounting date during this entry session
    7. Click OK
    8. Click Yes if you receive a warning that you are posting to a future period
    9. Click Finish and print your journal to a file or printer
  3. Post entries in interfacing applications as follows:
    1. Post entries in General Ledger and Job Cost (Tasks, Post Entries)
    2. Review the posting journal for each application. If all the entries posted successfully for both Job Cost and General Ledger, you are finished and do not need to proceed further. If any entries rejected for a future period, proceed to the next step

Review the posting journal to verify that the only transactions left in the new transaction file are future transactions that net to zero

  1. If there are any other transactions, or if your future transactions do not net to zero, correct and post those transactions. Contact Customer Support if you require assistance.
  2. After you have posted all transactions except the future transactions that net to zero, you can remove the entries from the new file:

Note: For future accounting dates, there are additional steps to remove the rejecting transactions

  • If you enter an invoice with an accounting date in the future, Accounts Payable accepts it with a warning you are posting to a future General Ledger period
  • The invoice may reject in Job Cost and General Ledger depending on how far in the future the date is


Additional Information: If this was a large batch of invoices that you imported with an incorrect accounting date, you may consider the following alternate solution:

  1. Create an import invoice file to import the same invoices with the opposite amount
    • Use modified invoice numbers (suggestion, add CR or REV after the original invoice number to indicate credit or reversal), and use the same accounting date as the original import
  2. After you import
    • Select the positive and negative invoices in Select Invoices to Pay. This will create 0.00 amount payments to update these invoices to a Fully paid status
  3. Re-import the invoices with the correct accounting date


[BCB:156:Chat 300 CRE US:ECB]



Steps to duplicate
Related Solutions

What date should I use for my accounting date reversal when I change or delete an Accounts Payable invoice?