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 Edition The 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 Lightning Experience and Classic Edition The 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 in Lightning:
- From the payable invoice's detail page, click Place on Hold. The Place on Hold window displays.
- Read the information message and click Place on Hold.
To place a posted payable invoice on hold in Classic Edition, 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 changes the invoice's Hold Status field to "On Hold" and selects the On Hold checkbox on the related transaction line items. Transaction lines marked in this way are excluded from inclusion in a payment proposal List of the accounts and transactions you are planning to pay or collect subscriptions from, on a specified date, using a specified bank account..
Releasing a Payable Invoice for Payment
To release an on hold payable invoice for payment, follow the same process mentioned above to place it on hold, except this time click Release for Payment. 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 that you can only place a payable invoice on hold or release it for payment if the payment status is "Unpaid".
Amending a Posted Payable Invoice
This section describes how to amend a posted payable invoice in Lightning Experience and in the different editions of our application. If you are unsure which version you are using, contact your administrator.
Once you have posted the payable invoice and its status is "Complete", you can only amend (add, edit or delete) the values in following fields:
- Due Date
- Credit Note Description
- Reference 1
- Reference 2
- Dimensions 1-4 (see Notes)
- Income Tax Type (must be a federally reportable 1099 vendor)
- External Tax Status
- Custom fields
- Custom fields that have been set up for sub-analysis mapping Mapping of custom fields at header and line level for the purpose of profitability reporting. (see Note 1)
To amend the details of a payable invoice:
- Click the Payable Invoice tab.
- From the list view, click the "Complete" payable invoice that you want to amend.
- On the invoice detail page, click Amend Details. The Amend Payable Invoice window displays.
- Modify the fields listed above as required. For more information on the fields, see Payable Invoice Fields.
- Click Save.
For information on how to amend payable invoice lines, see Amending Lines after Posting.
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 Edition The view of the application that you see when you first install the base managed package., click Amend Document.
- In Extended Edition The 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 transaction A 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)
- External Tax Status
- Custom fields that have been set up for sub-analysis mapping Mapping of custom fields at header and line level for the purpose of profitability reporting. (see Note 1)