---
title: "Editing AP Transactions from the Purchased Item Record"
slug: "editing-ap-transactions-from-the-purchased-item-record"
description: "Edit AP invoices or credit memos from a purchased item's Transactions tab. The Reflected Total must match the Invoiced Total."
updated: 2025-08-27T22:14:59Z
published: 2025-08-27T22:14:59Z
canonical: "docs.restaurant365.com/editing-ap-transactions-from-the-purchased-item-record"
---

> ## 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.

# Editing AP Transactions from the Purchased Item Record

When needed, users with the appropriate permissions can edit certain fields on [AP credit memos](/doc/docs/ap-credit-memos-overview-security) or [AP invoices](/doc/docs/ap-invoices-overview-security) from within the [**Transactions tab**](/doc/docs/purchased-item-record-transactions-tab) of the [purchased item record](/doc/docs/purchased-item-record-overview-security).

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-DVJB55BX.png)

---

## Security

**To edit either AP Invoices or AP Credit Memos within the Inventory app, users must have the following permissions:**

- **Food**
  - **AP Invoices**
    - View AP Invoices Within Food
    - Edit AP Invoices
  - **AP Credit Memos**
    - View AP Credit Memos Within Food
    - Edit AP Credit Memos

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).

---

## Editing an AP Transaction

To edit an AP transaction, from the purchased item record, follow these steps:

**1) Open the necessary purchased item record and navigate to the **Transactions** tab.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/029ec189-c9bd-4670-aa9e-360a2f17ca0f.png)

**2) From the **Item Transactions table,** locate the **AP invoice** or **AP credit memo** that needs to be edited. Click the transaction entry.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/029ec189-c9bd-4670-aa9e-360a2f17ca0f.png)

**3) This will open the **Edit Invoice** or **Edit Credit Memo** form as a sidesheet.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/65e3df10-2c26-49fc-9f6c-679e54095d09.png)

**4) From this form, users may edit any of the following, as needed:**

- Linked vendor item
- UofM
- Each Amount
- Quantity

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/65e3df10-2c26-49fc-9f6c-679e54095d09.png)

**5) Once the necessary changes have been made, click **Save** to save the Invoice/Credit Memo.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/65e3df10-2c26-49fc-9f6c-679e54095d09.png)

---

## AP Transaction Edit Form

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/40871021-4bc8-45c3-a80e-a03b082dc1a0.png)

|  | **Field** | **Description** |
| --- | --- | --- |
| 1 | Invoice/Credit Memo | The hyperlinked AP invoice number or AP credit memo number. Clicking the number will open the invoice/credit memo in a new tab. |
| 2 | Location | The location that the transaction is connected to. |
| 3 | Date | The date that the transaction occurred. |
| 4 | Vendor | The vendor that sent the invoice/credit memo. |
| 5 | Vendor Item | The vendor item that the invoice/credit memo is synced to. This field is **editable**. |
| 6 | U of M | The unit of measure of the item on the invoice/credit memo. This field is **editable**. |
| 7 | Each Amount | The cost per unit of the item. This field is **editable**. |
| 8 | Quantity | The number of units of the item. This field is **editable**. |
| 9 | Reflected Total | The total based on the **product** of the form's **Quantity** and **Each Amount**. This Reflected Total **must** match the Invoiced Total in order to save any edits made to the transaction. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/a5de465e-8c73-4d73-8a11-48a586283b1e.png) When the Reflected Total and Invoiced Total **do not match**, the Reflected Total will feature an X icon, and the Save button will be **disabled**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/a1a35263-9e13-44a9-b181-adcc74094a49.png) |
| 10 | Invoiced Total | The total dollar amount on the invoice or credit memo. The Reflected Total must match this total in order to save any edits made to the transaction. |