How to Modify an Invoice

Non-financial data of unpaid invoices may be changed in the Invoice Management screen, using the Modify action. The following invoice fields are editable: Invoice Type, Invoice Date, Due Date, Pmt.Date Override, Terms %/Days, Discount($) and Reference Data. If changes are required for Invoice Amount or G/L Account Number, the invoice must be deleted and re-entered.

Invoices that have been partially paid, paid in full or are being processed (are part of an Accounts Payable pay run), cannot be modified.

Use the following steps to modify an Invoice:

1. Click on the Business tab, click Invoice, and select Invoice Management.

2. If applicable, enter the Vendor Name or Vendor Number or click on the Search icon to search for a Vendor.

Note: Refer to How to use Vendor Search for more information on how to use this feature.

3. If applicable, enter the Invoice Number.

Note: The Invoice Number field will only become available when a Vendor Number or Name has been entered.

4. If applicable, click on the Year drop-down menu to select an option. Default selection: Current fiscal year.

5. If applicable, click on the Period drop-down menu to select a period. Default selection: All periods.

6. Click on the Search button. The invoice(s) that meet the search criteria will be retrieved and displayed in the grid.

Note: If necessary, perform an advanced search. Refer to Advanced Search for more information on this section.

7. Click on the Select Batch button to create or select a batch.

Note: Refer to How to Select/Release a Batch for more information on how to use this feature.

8. Click on the Action drop-down menu beside the corresponding invoice and select Modify.

9. If applicable, in the Modify Invoice screen, click on the calendar icon to update the Invoice Date.

10. If applicable, click on the calendar icon to update the Due Date.

11. If applicable, select or deselect the On Hold selection box.

12. If applicable, update the Invoice Type.

13. If applicable, enter or update the Terms % in the Terms %/Days field.

14. If applicable, click on the calendar icon to enter or update the Pmt. Date Override.

15. If applicable, enter or update the Discount($) value.

16. If applicable, enter or update the Reference.

17. If applicable, in the Attachments section, update existing files or upload new files by clicking on the corresponding tab.

Note: Refer to How to Upload a File for more information on how to use this feature.

18. Enter a note in the New Note field.

Note: Notes entered in this field will be saved and may be viewed in the Notes History section and are read-only.

19. Click on the Save button to save changes or click on the Cancel button to return to the Invoice Management screen without saving changes.