Editing Payable Invoices

To update selected details on a payable invoice, click Edit on a payable invoice detail or list page at any time prior to posting, and then change the fields you want to update. In some organizations you may need to return to Classic EditionThe view of the application that you see when you first install the base managed package. to make the changes you want to make. In this case, click Classic Edit instead.

See Payable Invoice Fields for a full description of the standard fields that make up a payable invoice.

For information about maintaining the lines on an existing payable invoice, see Payable Invoice Line Items.

Placing a posted payable invoice on hold

There are two ways that you can place a payable invoice on hold:

• On the individual payable invoice page, in Classic EditionThe view of the application that you see when you first install the base managed package. only. The invoice status must be "Complete".

  To place a posted payable invoice on hold, click Place on Hold on the button bar.

• Alternatively, on the payable invoices list view, you can place up to 200 payable invoices on hold at once.

  To place one or more posted payable invoices on hold, select the "Complete" invoices in the left-hand column, then click Place on Hold on the button bar. If you select ineligible invoices, they will be ignored.

Placing a payable invoice on hold selects the On Hold checkbox on the related transaction line items and on the payable invoice header. Transaction lines marked in this way are excluded from inclusion in a payment proposalList of the accounts and transactions you are planning to pay or collect subscriptions from, on a specified date, using a specified bank account..

To release an on hold payable invoice for payment, in both cases follow the same process, except this time click Release for Payment on the button bar. The invoice or invoices you select must already be on hold.

If your administrator has enabled this, you can see the Hold Status of payable invoices on appropriate list views. If you can't see this on your list views, contact your administrator. You cannot edit these statuses directly.

Note:

Note

Although placing a payable invoice on hold prevents it from being retrieved by the selection process in Payments, it doesn't stop manual payment through Cash Matching.

Amending a posted payable invoice

To amend (add, edit or delete) the contents of a limited set of fields on a posted payable invoice, do one of the following:

• In Classic EditionThe view of the application that you see when you first install the base managed package., click Amend Document.
• In Extended EditionThe view of the application that you see when you install one of the extension packages (such as the Cash Entry Extension package). For invoices, credit notes, and journals Extended Edition is integrated into the main package, but must be configured., click Classic Edit.

The changes that you make are also automatically reflected in both the related transactionA record created when documents are posted to the general ledger. Transactions must balance (sum to zero) in home, dual, and document currency. and the appropriate balances. The type of balances that are updated automatically depend on how your organization has been configured.

• Due Date
• Invoice Description
• Reference 1
• Reference 2
• Line Descriptions
• Dimensions 1–4 (see Notes)
• Income Tax Type (must be a federally reportable 1099 vendor)
• Custom fields that have been set up for sub-analysis mappingMapping of custom fields at header and line level for the purpose of profitability reporting. (see Note 2)

Note:

Notes

The ability to edit dimensions on a posted document is controlled by a custom setting. If you find you cannot edit dimensions on a posted document, contact your administrator.

If you edit a pre-existing dimension on a posted document, the new one must have the same currency as before, or be home, document or dual currency. If you add a new dimension to a posted document where one didn't exist previously, it must be in document, home or dual currency.

You cannot edit dimensions on a posted document if its period is closed. This validation is unaffected by the custom setting.

You can use the standard Salesforce tracking field history feature on the transaction line item custom object to track changes to these fields. See the Salesforce Help for more information. Remember to add the Transaction Line Item History related list to your page layout.

Note 2:

Note 2:

The ability to edit custom fields that have been set up for sub-analysis mapping is controlled by a custom setting. If you cannot edit these fields on a posted document, contact your administrator.