Revising Posted Invoices 

Overview

After you post an invoice, but before it is paid, you can revise it. For example, after entering an invoice, you might need to revise the gross amount or G/L account information.

When you revise a posted invoice, the system:

• Removes the posted code on the invoice.

You can revise the following fields on a posted, unpaid invoice:

• Gross Amount – The system automatically recalculates the open amount. (For Manual Invoices only)

• Remark

• Discount Available – If you clear the Discount Available field, the system automatically recalculates the discount amount based on the payment term.

• Due Date

• Discount Due Date

• PS (Pay Status) – You cannot change the pay status if the value is P (paid).

 

Any revision that you make to an invoice on the Standard Receipts Entry/Enquiry form changes the status of the batch from posted to unposted and requires you to repost it. To eliminate the necessity of reposting the batch, use the Speed Status Change program (P03B114) to revise information that does not affect the invoice gross amount or G/L account information. If you need to change information in any other field, you must void and re-enter the invoice.

 

Procedure

In this task, you will revise a posted invoice.

Step

Action

Click to the Standard Invoice Entry/Enquiry program on the EU - AR menu.

Use the Work with Customer Ledger Inquiry form to locate, review, and delete invoices.

Click in the Document Number field.

Use the Document Number field to enter a number that identifies the original document, such as a voucher, invoice, or journal entry.

Enter the desired information into the Document Number field. EX: Enter “20153“.

*NOTE: You can filter the Invoices by Invoice or Customer number

Click the Find button.

Click the 20153 link.

Click in the Gross Amount field.

 

Use the Gross Amount field to enter the value that specifies the total amount of the invoice or voucher pay item. The gross amount might include the tax amount, depending on the tax explanation code. The system does not decrease the gross amount when payments are applied. Whey you void a transaction, the system clears the Gross Amount field.

Enter the desired information into the Gross Amount field. Enter “525.00“.Changing Gross Amount is NOT applicable for Sales Invoice. It is for Manual Invoice only!.

Click the OK button.

Use the G/L Distribution form to specify the account number and information in which the invoice will be applied toward in your general ledger.

Click in the Account Number field.

Use the Account Number to enter a value that identifies an account in the general ledger.

You can even change the desired information into the Account Number field.

 

 

Click in the Amount field.

You can refresh the page by clicking in the next row.

Click in the Account Number field.

 

Remember, any revision that you make to a posted invoice changes the status of the batch from posted to unposted and requires you to reapprove and repost it to update the general ledger.

Click the OK button.

Click the Close button.

You have successfully revised a posted invoice.

End of Procedure.