Change an Invoice

Use the AP Invoice Maintenance (NM) program to change the due and discount date, discount amount, 1099 report amount, reference, and hold status of invoices that have not been paid in full. See Background and Road Map for more information.

Enter a vendor number or click the Lookup icon and use the standard lookup options to select the vendor from a list.

The program displays invoices from the selected vendor. A program option controls whether or not closed invoices are included (see Set AP Invoice Maintenance Options).

Field Name	Displays
Invoice no	The invoice number
Tr cd	The transaction code: BI: Billing Invoice CM: Credit memo CP: Cash payment DM: Debit memo
Invoice date	The invoice date
GL post	The posting date of the invoice
Disc date	The discount date
Reg no	The register on which the invoice was included
Alt remit-to	The alternate remit-to number if different from the vendor number
Pay/Hold	P: Eligible for payment H: On hold
Mthd	The payment method (e.g. CK for check)
Reference	The invoice reference

Choose the appropriate options:

To	Do This
Review or change an invoice transaction	Highlight the line and click Select or double click the line.
Print the list of invoice transactions	Click Print. See Print.
Review your options for this program	Click Prog opts. See Set AP Invoice Maintenance Options.
Specify a different vendor	Click OK.
Exit the program	Click Exit.

The selected transaction is displayed:

Field Name	Type / Max Length	Action / Description
Vendor number	Display only	The selected vendor number followed by the vendor name
Invoice number	Display only	The selected invoice number
Trans code	Display only	The transaction code
Invoice date	Display only	The invoice date
Register number	Display only	The register on which the invoice was included
Invoice amount	Display only	The amount of the invoice
Discount amount	Optional 14 numeric in the format 999999999999.99	Accept the displayed discount amount or enter a different discount amount. The displayed amount is the discount already taken.
Payment amount	Display only	The amount of credit or debit adjustments applied to this invoice
Balance due	Display only	The amount still due on this invoice (invoice amount less payment amount)
Adjustment amount	Display only	The amount of credit or debit adjustments applied to this invoice
Adjustment amount	Display only	The amount of credit or debit adjustments applied to this invoice
1099 report/chk amt	Optional 14 numeric in the format 999999999999.99	Accept the displayed amount or enter a different tax reporting or check amount. If the Trans code is CP, this field label is 1099 chk amt because if you change this field, you are actually changing the amount of the check.
Discount amount	Optional 14 numeric in the format 999999999999.99	Accept the displayed discount amount or enter a different discount amount. The displayed amount is the discount already taken.
1099 report amt	Optional 14 numeric in the format 999999999999.99	Accept the displayed amount or enter a different tax reporting amount. If the Trans code is CP, this field label is 1099 chk amt because if you change this field, you are actually changing the amount of the check.
Reference	Optional 30 alphanumeric	Accept the displayed reference or enter different text that you want to print on standard checks.
Alt remit-to	Optional 10 alphanumeric	Enter an alternate remit-to or click the Lookup icon and use the standard lookup options to select the remit-to from a list.
1099 Vendor	Optional 10 alphanumeric	The vendor number for which to generate the 1099.
Payment method	Optional	Select the payment method for this invoice Note The Payment method cannot be changed for CP transactions.
Pay/Hold	Required	Select P Pay if the invoice is eligible for payment or H Hold if it is on hold. Note You cannot select invoices that are on hold for payment in the Vendor Payments (NC) program.
Discount date	Required 10 date	Accept the discount date that the program displays or select a different date on which the invoice is eligible for a discount.
Due date	Required 10 date	Accept the due date that the program displays or select a different due date.
GL post date	Display only	The posting date for this invoice

Choose the appropriate options:

To	Do This
Change a field	Move the cursor to the field you want to change and enter the correct data. Click Apply to accept changes or click Cancel to discard changes..
Enter or change notes for this invoice	Click Notes. See Enter or Change Notes.
Display change history for this invoice	Click Audit. See Display an Audit Trail. This button is active only if you have set up fields for this program in the User Fields Maintenance (XMO) program.
Enter data in custom fields your company uses	Click User. See Enter Data in User or Shadow File Fields. This button is available only if audit trail logging is activated for the AP Master (N1) file.
View or import documents associated with the invoice	Click Documents. Click View to view archived and imported documents. See Display Document Archive. The View button is active only if archived documents are available. Click Import to import a document. See Document Archiving and Document Import for more information.
Display distribution detail	Click Detail. See Vendor Invoice Inquiry or Payment Inquiry, depending on the type of transaction. Click OK to return to this program.
Return to the list of transactions	Click OK.
Exit the program	Click Exit.