Accounts Payable > Accounts Payable Invoice

The AP Invoice Transaction function allows you to amend or void regular and one time-vendor invoices as well as open debits posted using the AP Invoice Transaction function.

Consider the following points before you amend or void an invoice:

•Invoice amount should not be less than the applied or paid amount.

•You cannot void a partially paid invoice. If you want to void a paid invoice, you need to void the check payments first.

To amend an invoice, perform the following steps:

1.Access the AP Invoice Transaction function from the Transactions menu.

2.Enter in the Search field the invoice number of the invoice transaction that you want to amend; then, press the Enter key. Alternatively, you may enter in the Search field a few characters of the invoice number to do a quick search. Scroll up or down on the Search grid to locate the correct invoice; then, double-click to select.

Note: Once a valid invoice number is selected, the transaction details are automatically displayed on the screen of the respective pages. The Vendor Details area in the Information page shows the vendor's accumulated to date purchases, year-to-date purchases as well as open debits and vendor balance for your reference.

3.In the Information page, review or amend the values entered in the fields that you need to change:

•Terms

•Invoice Date

•Post Date

•Discount Date

•Due Date

•Invoice Amount

•Non Disc Amount

•Discount Amount

•PO #

•Reference

•Description

•Pay Class

•Bank #

4.In the Open Debit Details page, review or amend the value (s) entered under the Use Amount column for every open debit transaction you want to use.

5.Review or amend the GL Account IDs entered as distribution accounts in the GL Distribution page.

6.Review or amend the vendor activity entries in the Activity page. You may also create new vendor activity records, as necessary.

7.In the Notes page, you may review, amend or create new notes about the vendor or the invoice.

8.When you are ready, click the Save button from the Transactions toolbar to save your changes; otherwise, click the Cancel button to disregard the changes.

To void an invoice, perform the following steps:

1.Access the AP Invoice Transaction function from the Transactions menu. The Lookup screen is automatically displayed.

2.Enter in the Lookup field the invoice number of the invoice transaction that you want to amend; then, press the Enter key. Alternatively, you may enter in the Lookup field a few characters of the invoice number to do a quick search. Scroll up or down on the Lookup grid to locate the correct invoice; then, double-click to select.

Note: Once a valid invoice number is selected, the transaction details are automatically displayed on the screen of the respective pages. Review as necessary, the information in the different pages to verify that the invoice you selected is the correct transaction you want to void.

3.When you are ready, click the Void button in the Transaction toolbar. AccountMate then displays the Void Date field adjacent to the Post Date field in the Information Page.

4.Enter in the Void Date field the date that you want the invoice voided in the system.

5.Click the Save button in the Transaction toolbar to save the transaction; otherwise, click Cancel to abort voiding the invoice.

Note: If the void date entered is different from the invoice's Post Date, a message box is displayed to ask if you want to continue. Click Yes to continue; otherwise, click No.

6.After clicking the Save button, a pop-up window is displayed to ask your confirmation to void the invoice. Click Yes to proceed; otherwise, click No.

7.The save dialog box is displayed showing the option to print or preview either the Invoice Summary Report or the Invoice Detail Report. Click on the report to select; then, click the Print button to print the report or the Preview button to preview the report. Click the X button to close the dialog box.

Amend or Void AP Invoice

Amend or Void AP Invoice

See Also