Adjust a Posted Invoice

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Expand/Collapse item  Overview

Use this procedure to adjust invoices that are updated, but not yet paid. You can place the invoice on hold, produce a separate check, and correct the invoice and discount amounts.

Expand/Collapse item  Before You Begin

This procedure assumes that the invoices to adjust are already entered in A/P Invoice Data Entry, and the Invoice Register is updated.

 

To adjust a posted invoice

  1. Select Accounts Payable Main menu > Invoice Data Entry.

  2. In the Vendor No. field, enter the vendor number for the invoice to adjust. For more information, see A/P Invoice Data Entry - Fields.

  3. In the Invoice No. field, enter the invoice number to adjust.

  4. In the Adjust Invoice on File window:

  1. Select the Hold Payment for this Invoice check box to place the invoice on hold. For more information, see Adjust Invoice on File – Fields.

  2. Select the Produce a Separate Check for this Invoice check box to print a separate check for this invoice.

Click Adjust.

  1. In the A/P Invoice Data Entry window, in the Adjustment Amount field, enter the dollar amount to add to the invoice amount; use the minus (-) sign to decrease the invoice amount.

Note To change the invoice date, adjust the invoice amount to zero by entering the full amount using the minus (-) sign, and then enter a new invoice with the correct date.

  1. In the Discount Adjustment field, enter the dollar amount to add to the discount amount; use the minus (-) sign to decrease the discount amount.

  2. Click the Lines tab. In the G/L Account field, enter the general ledger account number to post the adjustment.

  3. In the Amount field, type the amount to post, and click Accept.

The invoice is adjusted. Print and update the Invoice Register and the Daily Transaction Register. Depending on your security setup, the Daily Transaction Register may be automatically printed and updated.

Note If you only changed a check box setting in the Adjust Invoice on File window and did not change the invoice or discount amount, you do not have to print and update the Invoice Register and the Daily Transaction Register. Changes to the Hold Payment for this Invoice check box setting appear on the Aged Invoice Report.