Sometimes an invoice is posted with the wrong vendor, expense account, or some other detail.
This Step-by-Step tutorial walks you through making corrections to a posted invoice that has not yet been paid (In this example, an invoice was posted for "Wal-Market Shopping Center" and displays on the Manage > Payment Processing page. The vendor needs to be changed to "Music Supply Warehouse" and a different expense account needs to be assigned to the detail line on the invoice.)
- For a visual tutorial, see the Change the Vendor for an Unpaid Invoice
video.
- All video tutorials can be viewed from the Videos at a Glance page.
- Let's start by selecting to undo the invoice from the Transaction Inquiry page. From the Accounts Payable menu, select View -> Transaction Inquiry.
- Click the Clear Filters link and then select the Unpaid option.
- Next, click the Search button.
- Locate the invoice that needs to be corrected and then click the View Details
icon next to it.
- Click the Undo Invoice button located at the bottom of the Details tab.
- Review the transactions and then click the Undo Transaction button.
- Now that the invoice has been undone, let's take a look at editing the invoice. From the Accounts Payable menu, select Manage -> Unposted Transactions.
- Click the Edit
icon next to the invoice that needs to be corrected.
- Click on the Vendor link to select a different vendor.
- The Person Search window appears. Enter your search criteria, such as the first word of the correct vendor's company name, and then click the Search button. Double-click the vendor on the grid.
- Next, let's change the account number by clicking the Search
icon located next to the account number on the Details tab.
- The Account Search window appears. Search for the correct account number and then click the Select button after highlighting the account.
- Verify that the information on the invoice is correct and then click the Update button when you are finished.
- A confirmation message appears at the bottom of the page. At this point, you have corrected the invoice and can post and pay it as you normally would.
Updated