--- title: "Edit an Existing AP Invoice" slug: "edit-an-existing-ap-invoice" description: "Learn how to edit AP invoices, including unapproved and approved invoices, required permissions, line-item changes, and closed-period spread invoice limits." status: "update" updated: 2026-10-31T01:00:19Z published: 2026-10-31T01:00:19Z canonical: "docs.restaurant365.com/edit-an-existing-ap-invoice" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Edit an Existing AP Invoice Existing AP invoices are edited on the AP Invoice Form. See [AP Invoice Form Details](/doc/docs/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](/doc/docs/approve-an-ap-invoice#unapprove-an-ap-invoice). --- ## 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](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-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](/doc/docs/user-setup-security-and-location-access). Learn more about the [full list of permissions associated with AP Invoices](/doc/docs/ap-invoice-form-details#security). --- ## Navigation ****Navigation Steps - Inventory**** 1. Open the **Inventory** app. 2. Select **Invoices**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-S1UVRICB.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) ****Navigation Steps - Accounting** **AP Transactions**** 1. Open the **Accounting** app. 2. Expand **Accounts payable**. 3. Select **AP Transactions (New)**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-TDPVJQIL.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) ****Navigation Steps - Accounting All Transactions**** 1. Open the **Accounting** app. 2. Expand **Transactions.** 3. Select **All Transactions.** 4. 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FPIWIKKK.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) --- ## 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.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-0RK8KLG6.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) ****2)** Update the necessary fields.** See [AP Invoice Form Details](/doc/docs/ap-invoice-form-details) for the complete field reference. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GTLF8C6X.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-80DYQSKO.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) ****3)** Click **Complete**, a **Save** option, or an **Approve** option to save the changes.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-MOMVXKR6.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) | [Keyboard Shortcuts](/doc/docs/keyboard-shortcuts#accounting-keyboard-shortcuts) | | --- | | **Save** | Ctrl + S | | **Save and New** | Ctrl + Shift + S | | **Save and Close** | Ctrl + K | | **Approve and New** | Ctrl + Shift + A | | **Approve and Close** | Ctrl + Shift + K | --- ## 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](/doc/docs/ap-invoice-form-details) for the Edit and Done buttons. > [!NOTE] > 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. 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.** > [!NOTE] > The status columns can be filtered to Approved invoices. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-DWVOUN53.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) ****2)** Click **Edit** above the Line Items grid.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WNR3DY2I.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) ****3)** Update the line items.** Add or delete rows, or edit the GL account and vendor item.![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-D1VJ5ZJD.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) ****4)** Click **Done**.** The changes save and the grid locks again. > [!WARNING] > Important Note About Spread Invoices in Closed Periods > > For a spread invoice in a closed period, an error appears and the grid stays locked. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-2JFVY4KA.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D)