Clients & Profits Online User Guide
Vendor invoices in Accounts Payable can be edited once they've been saved
Invoices are easily edited before they are posted, since they haven't updated the vendor, job, or General Ledger yet. But once an invoice is posted, changes are limited to descriptions and notes, unless you unpost it.
You can change an unposted invoice's number, date, accounting period, credit G/L number, and description. If an invoice has a single amount, you can edit an invoice’s amount. If an invoice has many line items (to many jobs and tasks), the invoice amount can't be changed. This prevents accidental out-of-balance entries. However, an invoice’s line items can be redistributed by selecting Redistribute from the Edit menu. Redistributing allows you to edit any existing line item’s job, task, or amount, or add new line items, as long as the invoice’s total doesn’t change.
If an invoice is unposted, you can edit a line item's job, task markup, billable amount, debit G/L number.
To edit a vendor invoice
1 From the Accounts Payable window, find the invoice.
2 Click the Edit button (or choose Edit > Edit).
The Edit Invoice window opens, showing the invoice's details.
Did the client pay? When a client pays their A/R invoice, the invoice’s costs are updated. Each job cost billed on the invoice will show when the client made the payment. This helps you pay only A/P invoices that have been billed and paid by the client.
You can edit an invoice’s date, accounting period, credit G/L account, number, and amount until it is posted. Once the invoice is posted, only its description can be changed. The invoice’s PO number and vendor can’t be changed.
3 Make your changes, then click Save.
You can change an invoice’s amount if it has only one line item. Changing its amount also changes the line item’s cost, but not gross amount, automatically. Posting makes these changes permanent. The invoice can be changed anytime before it is posted.
Also see:
Deleting an invoice
Editing an invoice line item
Adding a credit invoice
Viewing a cost's billing information
Viewing an invoice's payments
Adding a recurring payable
Scheduling recurring payables for a vendor
