AP Invoice Change Options
- Danielle Chamberlain
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.
Vendor No: Fill in the appropriate vendor number or use the F8 key to Add Vendor
Invoice No: Fill in the invoice number
Once the invoice number is entered the other fields will auto-populate as it is an invoice that is already in the system. This is when you will enter any invoice changes to the invoice or general ledger information.
Note: It will flag it if there is a duplicate invoice number
Press enter to go to the GL distribution section. You will enter a credit amount to the account that is incorrect and a debit amount for the new, correct account. The net change must be $0.00.
Enter the GL Account number – If you don’t know it, you can look up the G/L number in this screen, in the first field, enter a “?”. This will bring up a list of your Cost Centers. Select the appropriate Cost Center by typing in the number to the left of the Cost Center a list of all the accounts in that Cost Center will show up. Select the appropriate account by typing in the number to the left of the account.
If the total amount of the invoice is to go to that GL account number, press enter and the amount will be populated by the system. If more than one account is to be entered, enter the correct amount and then continue to enter. GL Accounts and amounts until the entire invoice have been assigned.
If you fill the page, there is a button at the bottom “Next Accounts” that will bring up a new page to continue the entry of GL accounts and amounts.
Note: Be careful if you are entering multiple pages of accounts and amounts. If you are looking down and not at the screen, when it finishes filling a page it will take you back to the top and start writing over your first entries. It is important to pay attention.
When all distribution has been entered, press ENTER to complete that invoice. Now you are ready to continue entering more invoices.
When done with all invoices Press F7 - Totals Screen.
There was no invoice gross entered so the difference should be zero. You would then proceed to printing the Edit list and have a printout to use to verify the changes.