Existing AP invoices are edited on the AP Invoice Form. See AP Invoice Form Details for the complete field reference.
Unapproved, unlocked invoices can be edited at any time.
Approved AP invoices can be edited with the Edit button on the Line Items grid. Edit unlocks the grid only. To modify the ‘General information’ fields, the invoice must be unapproved.
Security
Users must have the following permission(s) to edit an AP invoice:
Accounting:
Accounts Payable → AP Invoices → Edit AP Invoices
Inventory:
Food → AP Invoices → Edit AP Invoices
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Learn more about the full list of permissions associated with AP Invoices.
Navigation
Navigation Steps - Inventory
Open the Inventory app.
Select Invoices.
Navigation Steps - Accounting AP Transactions
Open the Accounting app.
Expand Accounts payable.
Select AP Transactions (New).
Navigation Steps - Accounting All Transactions
Open the Accounting app.
Expand Transactions.
Select All Transactions.
To open an existing invoice, double click an AP invoice from the grid.
AP Invoices cannot be created directly from this page. However, they can be created using the Create button at the top of the screen.
Edit an Unapproved AP Invoice
Follow these steps to edit an unapproved, unlocked AP invoice:
Click steps to expand for additional information and images.
1) From either the AP Transactions page (Accounting) or Invoice page (Inventory), locate and click the AP invoice that needs to be edited.
2) Update the necessary fields.
3) Click Complete, a Save option, or an Approve option to save the changes.
Edit an Approved AP Invoice
Users edit approved AP invoices on the AP Invoice Form with the Edit button on the Line Items grid. Edit unlocks the grid only. Header fields stay locked. See AP Invoice Form Details for the Edit and Done buttons.
The Edit button appears only when editing of approved AP invoices is enabled for the organization, the invoice is approved and not voided, and the user has the permissions listed in Security. [PLACEHOLDER: confirm how an organization enables editing of approved AP invoices (three client settings) and who to contact]
Follow these steps to edit an approved AP invoice:
Click steps to expand for additional information and images.
1) From either the AP Transactions page (Accounting) or Invoice page (Inventory), locate and click the approved AP invoice to edit.
2) Click Edit above the Line Items grid.
The grid unlocks. Header fields stay locked.
[SCREENSHOT: Approved invoice with the Edit button on the Line Items grid]
3) Update the line items.
Add or delete rows, or edit the GL account and vendor item.
4) Click Done.
The changes save and the grid locks again.
Important Note About Spread Invoices in Closed Periods
For a spread invoice in a closed period, an error appears and the grid stays locked.
[SCREENSHOT: Line Items grid in the Done state]