Correct Paid Purchase Invoice
If an error on a posted purchase invoice is discovered after the purchase has been paid, a new purchase invoice can be posted, applied to the payment, and the original posted purchase can be cancelled. This method is applicable to correcting accounts, functions, and descriptions. It should not be used to correct funds and departments.
- Create a Corrected Purchase Invoice
- Unapply Original Invoice and Apply Corrected Purchase Invoice
- Reverse the Original Purchase Invoice
Create A Corrected Purchase Invoice
1. Start the new purchase invoice by selecting the new Purchase Invoice action.
2. On the new purchase invoice, the Vendor must match the original invoice (yellow). The Vendor Invoice No. must be unique; the original Vendor Invoice No. cannot be reused (red). The Posting Date and Due Date should match the original Purchase Invoice (blue). Items like Account and Function should be set to the new updated values (green).
3. Post when complete.
Unapply Original Invoice and Apply Corrected Purchase Invoice
Unapply Payment from Original Purchase Invoice
1. From the Home screen, open Payees.
2. Open the Payee from invoice needing correction.
3. Open Vendor>Ledger Entries.
4. Select the Payment line's More Options and then Unapply Entries.
5. Choose Unapply and Yes to confirm unapplying the payment from the original purchase invoice.
6. The Payment and Purchase Invoice are no longer applied. Both are Open and have a Remaining Amount equal to the Original Amount.
Apply Corrected Purchase Invoice
1. From Vendor's Ledger Entries, select the payment line's More Options and then Apply Entries.
2. Choose the corrected purchase invoice and then Process>Set Applies-to ID.
3. After your user ID appears in the Applies-to ID choose Process>Post Application.
4. Confirm the Document Number and Posting Date by selecting OK.
5. The payment and corrected purchase invoice are now applied to each other, are closed, and have a remaining amount of zero.
Reverse the Original Purchase Invoice
1. Open the original purchase invoice under Expenses>Posted Purchase Invoices. From the posted purchase invoice choose Correct and then either Cancel or Create Corrective Credit Memo. If canceled, the Posted Purchase Invoice is completely reversed as of the day it was posted. Posted purchase invoices that utilize two or more dimensions need to have a Corrective Credit Memo created. For additional information on reversals, please see Reversing Request Payments and Purchase Invoices.
2. Choose Yes to confirm the reversal of the purchase invoice.
3. A credit memo will be added to this vendor's ledger. The original purchase invoice and the new credit memo will be applied to each other, closed, and have a remaining amount of zero.