Introduction
The question is often asked, "Can X, Y, Z be changed on an invoice?" This document will cover what you can and cannot change on an AP invoice.
Table of Contents
Where Is It Found
Invoice Change Batch
If you have already entered the invoice in the AP module and have not updated it to AP or GL modules, you can change it by going into the same batch and changing the information that is incorrect. You do not need to use the Change invoice batch type. If you have already posted to the AP or GL module, you can enter a new batch using the “Change” batch type indicated below to make changes to previously entered invoices.
Note: Below is a list of the things you can and cannot change
Can’t Change
Invoice Number
Vendor Number
Invoice Amount
Discount Amount
Can Change
Invoice Date
Due Date
GL Account
Distribution Amount
Batch Date: This is the actual date of the batch and the Month that the expenses will post.
Note: If entering last month's invoices be sure to put in last month's date in this field.
Batch Type: For this example, we will be using batch type CH- Invoice changes.
Total Invoice Gross: With a change invoice batch the total invoice gross will always be $0.
Total Check Amount: This is only used if entering an MC batch, this would be the total amount of the checks.
Batch Form Type: This is only used if you need to print on different check stock and AMS is printing the check information.
Checking Account Code: This only used if you PRINT checks out of more than one checking account.
AP Ledger Code: This is only used if multiple Liability accounts are set up, the AP Ledger code drives which of those liability accounts will be used for the invoices entered on that batch..
Beginning Voucher Number: This would be the beginning voucher number for the invoices being entered if you are using voucher numbers.
Once the batch header screen is complete, hit enter to be taken to the invoice entry screen. You will fill out the details for the invoices you are entering into the system on this screen.