Correcting invoice coding in A/P instead of with a JE

Susan Trippe

When I find an invoice that has been miscoded, I prefer to correct the coding directly in A/P instead of with a Journal Entry. Occasionally FENXT will not allow me to change the coding on an invoice though, and I can't figure out why it randomly prevents this. Does anyone know the answer to this mystery?

Nikki Baldwin

@Susan Trippe are you talking about the option to add an ‘Adjustment’ on an invoice? If so, that option is only available when an invoice has already been posted. There is also the consideration if it's been paid already: For unpaid invoices, you can update the invoice amount and distributions. For paid, you can only update the distributions. So if it's been paid and you need to make an adjustment, I'd void and purge the payment, make the adjustment, and then recreate the voided and purged payment to be the same payment record. If it hasn't been posted, you'd just want to make sure the invoice isn't in an ‘approved’ status and you should be able to edit the GL distribution directly on the invoice record before posting.

Susan Trippe

@Nikki Baldwin
OK. The one I was trying to fix today had been paid but not posted. FE would not allow me to update the distribution. I went ahead and posted it, thinking that would allow me to fix the coding, but it still would not allow me to update the distribution. Voiding/purging the payment is more trouble than I want to get into, so I'll just reclass it with a JE.

Thanks for the info.

Marie Estrella

@Susan Trippe no sure if you figured it out, I have corrected a GL code without having to do a reclass JE by going to the invoice entry> Edit invoice > enter correct GL in Debit line > save. An adjustment window comes up and I enter the reason of change and save. I have to then post the adjustment. This works like the “Adjustment tab" in Data view.

Susan Trippe

@Marie Estrella

Yes, that's how I normally do it also, but occasionally FENXT will not allow me to change the debit GL coding. That was what I was running into on this one. Strangely, after waiting several days and trying multiple time to edit the GL debit coding, it finally let me do it last Thursday! Yay! I have no idea why it wouldn't allow me to edit the invoice coding for several days and then it did allow me to. I'm happy that it finally worked.