Authorized users can make adjustments to invoice details, distributions, and scheduled payments, even if the invoice has been accounted or paid. After you make an adjustment to an invoice, you may need to submit Invoice Validation before you can pay it. If you adjust payment terms or any scheduled payment information on a validated invoice, you do not need to resubmit Invoice Validation.
Remember that some invoice values, such as the withholding tax group, distribution set, and projects information, are used when you create new invoice distributions. If you change these values at the invoice header level, they do not affect any existing invoice distributions. If you want to change this information on the invoice distribution, then you must change it in the Distributions window.
Note: If Payables automatically withholds tax at Invoice Validation time, it withholds only the first time you submit Invoice Validation for an invoice. If you adjust an invoice after Payables calculates withholding tax, you need to make appropriate adjustments manually.
If and invoice is unpaid you can cancel it. After you cancel an invoice, however, you can make no changes to it.
Adjusting Purchase Order Matched Invoices
If you accidentally matched to the wrong purchase order document (purchase order, shipment, distribution, or receipt), you can reverse matched distributions and/or create new distributions by matching to new purchase order shipments or distributions of the same purchase order or of another purchase order. If you add or reverse invoice distributions you must also change the scheduled payment amounts to match the new invoice total, or Payables will place holds on the invoice during Invoice Validation.
You can adjust the GL Date, Income Tax Type, and Account fields of a purchase order matched invoice distribution.
If a supplier sends an invoice for a change in unit price for an invoice you have matched to a purchase order, use a price correction to adjust the invoiced unit price of previously matched purchase order shipments or distributions without adjusting the quantity billed.
When Adjustments to Paid Invoices Can Cause Accounting Problems
Warning: Certain Adjustments to Paid Invoices Can Result in Incorrect Accounting
If you have enabled the Allow Adjustments to Paid Invoices Payables option, you can adjust certain information on a paid invoice. Usually the desired adjustment is to the invoice distributions to correct account information. In certain cases, adjustments you make to invoice distributions will cause incorrect accounting because Payables cannot automatically make corresponding adjustments to related accounts. Payables warns you when you try to adjust a distribution in these cases. If you still want to make adjustments, then create a manual journal entry in your general ledger to correct the other accounting.
Adjusting an invoice in the following situations can cause accounting errors:
The payment and/or clearing of the payment has been accounted, and one of the following is true:
You took a discount on the invoice payment and the discount distribution method is not system account. Payables is not able to adjust the accounting, if, for example, you have prorated your discount across your invoice distributions and you are now changing the account on a distribution.
Your invoice has a prepaid amount and the prepayment application has been accounted, and one of the following is true:
You use Automatic Offsets. Since a prepayment application works like a payment, it may pose a problem in this case. For example, the accounting for the prepayment application relieves your invoice liability, so if you now adjust other invoice distributions Payables is not able to rebuild your offset liability account.
Adjusting Invoice Amounts
To adjust the amount of an invoice:
1. Find the invoice.
2. In the Invoices window change the Invoice Amount.
Choose Distributions to navigate to the Distributions window. Adjust the distributions to match the new invoice amount. Note that you can unapply Prepayment type distributions but you cannot reverse them or adjust their amount. Also, you cannot reverse Withholding Tax distributions if the invoice has been paid or partially paid.
If the invoice is not purchase order matched, you can add, reverse, and adjust distributions. Choose OK.
If the invoice is purchase order matched, you can reverse, rematch, or match distributions to purchase order shipments and purchase order distributions. Choose OK.
3. Choose the Scheduled Payments button to navigate to the Scheduled Payments window. Adjust the scheduled payments to match the new invoice amount. Choose OK.
4. Save your work. You must submit Invoice Validation again before you can pay the invoice.
Adjusting Invoice Exchange Rates
You can change the Exchange Rate of an invoice at any time before you pay it or create accounting entries for it. You can change the exchange rate in two ways:
i) Manually adjust the exchange rate information in the Invoices window.
ii) Submit AutoRate.
Adjusting GL Dates
You can change the GL Date of any invoice in the Invoices window but the new GL Date will default only to new invoice distributions you create. If you want to adjust the GL Date on existing invoice distributions, change the GL Dates in the Distributions window. Payables uses the GL Date as the invoice accounting date.
You cannot change the GL Date of a distribution once it has been validated.
If you are allowed by your accounting rules, you can use the Unaccounted Transactions Sweep program to transfer all unaccounted invoice and payment transactions from one accounting period to another. You can submit this program when you need to close a period that has unaccounted invoices or payments in it.
Adjusting Prepayments
If you have not paid or applied a prepayment, you can make changes to it in the same way that you make changes to an invoice. You can cancel a prepayment after you create accounting entries for it, but not if it is paid or applied to an invoice.
Remember that some invoice values, such as the withholding tax group, distribution set, and projects information, are used when you create new invoice distributions. If you change these values at the invoice header level, they do not affect any existing invoice distributions. If you want to change this information on the invoice distribution, then you must change it in the Distributions window.
Note: If Payables automatically withholds tax at Invoice Validation time, it withholds only the first time you submit Invoice Validation for an invoice. If you adjust an invoice after Payables calculates withholding tax, you need to make appropriate adjustments manually.
If and invoice is unpaid you can cancel it. After you cancel an invoice, however, you can make no changes to it.
Adjusting Purchase Order Matched Invoices
If you accidentally matched to the wrong purchase order document (purchase order, shipment, distribution, or receipt), you can reverse matched distributions and/or create new distributions by matching to new purchase order shipments or distributions of the same purchase order or of another purchase order. If you add or reverse invoice distributions you must also change the scheduled payment amounts to match the new invoice total, or Payables will place holds on the invoice during Invoice Validation.
You can adjust the GL Date, Income Tax Type, and Account fields of a purchase order matched invoice distribution.
If a supplier sends an invoice for a change in unit price for an invoice you have matched to a purchase order, use a price correction to adjust the invoiced unit price of previously matched purchase order shipments or distributions without adjusting the quantity billed.
When Adjustments to Paid Invoices Can Cause Accounting Problems
Warning: Certain Adjustments to Paid Invoices Can Result in Incorrect Accounting
If you have enabled the Allow Adjustments to Paid Invoices Payables option, you can adjust certain information on a paid invoice. Usually the desired adjustment is to the invoice distributions to correct account information. In certain cases, adjustments you make to invoice distributions will cause incorrect accounting because Payables cannot automatically make corresponding adjustments to related accounts. Payables warns you when you try to adjust a distribution in these cases. If you still want to make adjustments, then create a manual journal entry in your general ledger to correct the other accounting.
Adjusting an invoice in the following situations can cause accounting errors:
The payment and/or clearing of the payment has been accounted, and one of the following is true:
You took a discount on the invoice payment and the discount distribution method is not system account. Payables is not able to adjust the accounting, if, for example, you have prorated your discount across your invoice distributions and you are now changing the account on a distribution.
Your invoice has a prepaid amount and the prepayment application has been accounted, and one of the following is true:
You use Automatic Offsets. Since a prepayment application works like a payment, it may pose a problem in this case. For example, the accounting for the prepayment application relieves your invoice liability, so if you now adjust other invoice distributions Payables is not able to rebuild your offset liability account.
Adjusting Invoice Amounts
To adjust the amount of an invoice:
1. Find the invoice.
2. In the Invoices window change the Invoice Amount.
Choose Distributions to navigate to the Distributions window. Adjust the distributions to match the new invoice amount. Note that you can unapply Prepayment type distributions but you cannot reverse them or adjust their amount. Also, you cannot reverse Withholding Tax distributions if the invoice has been paid or partially paid.
If the invoice is not purchase order matched, you can add, reverse, and adjust distributions. Choose OK.
If the invoice is purchase order matched, you can reverse, rematch, or match distributions to purchase order shipments and purchase order distributions. Choose OK.
3. Choose the Scheduled Payments button to navigate to the Scheduled Payments window. Adjust the scheduled payments to match the new invoice amount. Choose OK.
4. Save your work. You must submit Invoice Validation again before you can pay the invoice.
Adjusting Invoice Exchange Rates
You can change the Exchange Rate of an invoice at any time before you pay it or create accounting entries for it. You can change the exchange rate in two ways:
i) Manually adjust the exchange rate information in the Invoices window.
ii) Submit AutoRate.
Adjusting GL Dates
You can change the GL Date of any invoice in the Invoices window but the new GL Date will default only to new invoice distributions you create. If you want to adjust the GL Date on existing invoice distributions, change the GL Dates in the Distributions window. Payables uses the GL Date as the invoice accounting date.
You cannot change the GL Date of a distribution once it has been validated.
If you are allowed by your accounting rules, you can use the Unaccounted Transactions Sweep program to transfer all unaccounted invoice and payment transactions from one accounting period to another. You can submit this program when you need to close a period that has unaccounted invoices or payments in it.
Adjusting Prepayments
If you have not paid or applied a prepayment, you can make changes to it in the same way that you make changes to an invoice. You can cancel a prepayment after you create accounting entries for it, but not if it is paid or applied to an invoice.
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