Payables
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      How to use the change function on a supplier invoice

      This function enables the editing of non-retractable transactions and allows the splitting of an invoice entry across multiple jobs.

      Use Case:

      The Change flag will be enabled for supplier invoice transactions that can no longer be unapproved and changed because of the criteria indicated below. 

      • The supplier invoice is in a closed accounting month. 
      • The supplier invoice has a related transaction, i.e., payments. 
      • A situation where a supplier invoice entry was assigned to a job – but now I want to split/allocate it to multiple different jobs – which is an adjunct to the Transfer Job Costs function, which only allows an entire transaction to be transferred. 

      Steps:

      1. Navigate to ACCOUNTING > Payables > Supplier Invoices. 
      2. The default display setting is to show Uposted orders only. Go to SHOW POSTED? and select Posted Only. 
      3. Use the Filters to further narrow down your search or scroll through the list of SUPPLIER INVOICE NO. 
      4. Click on the supplier invoice number that needs to be changed.
      5. Click on the Change indicator, and it will launch a Supplier Invoice Line Change form with the current transaction details.   You can optionally indicate the  Reason for Change on the header of the form.
        Large KB Template
      6. You can then make changes to the following fields. 
        Field  Description
        Change Date  Defaults to the current date and the Accounting Month is automatically populated based on this date. Change if needed. 
        Reason For Change Enter a reason for the change. 
        Billable?  Uncheck if it needs to be changed to an unbillable job. 
        Job No.  Enter or select a new job number - if necessary. 
        Task Type  Enter or select a new task type - if necessary. 
        Description  Enter a new description - if necessary. 
        Units Enter a new unit amount - if necessary 
        Rate  Enter a new rate - if necessary.
      7. Click Save. 
      8. Click POST to correct the original postings. 
      9. Click on Preview Journal, located at the top right of the page, to see the adjusted postings. 

      If the Change entry (or entries) has not been invoiced to the client, no income take-up has been recorded, and the accounting month is still open, then the change can be unposted, updated, or deleted.

      Exclusions

      Open accounting month or unpaid transactions

      If the posted supplier invoice is in an open accounting month and/or does not have an associated payment,  the Change function will not be available. You can simply unpost the invoice and make the changes. 

      Office reassignment

      This function cannot be used to change the office assignment of supplier invoices.  For office reassignment, use the Copy function to create a reversal invoice and re-add the invoice against the new office.

      Tax code adjustment

      This function does not allow changes to the tax code to adjust the tax amount on an approved and paid invoice.  You'll need to enter an adjusting invoice with a credit line reversing the original and a debit line for the correct tax code, etc.