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Amend a Transaction

Caroline Buckland Updated by Caroline Buckland

The process

When an Invoice or Credit Note has been entered there may be a need to make amendments to the Invoice number or due dates. If the invoice is CIS related (Construction Industry scheme) the lines details can also be amended to flag the line for labour, so that the tax is calculated and deducted correctly.

  1. Locate the document

The entry consists of a couple of steps, the steps below describe the process.

To access the Cancelation screen: Accounts Payable-AP Processes-Transaction Maintenance-Amendment

Locating the document

In the Selection window you can enter either the Supplier number/Invoice No or System Ref number to locate the document then select the OK button.

You can use the magnifying glass against each field to search for codes

In this example the Supplier number was entered and displayed are all of the documents available to be amended.

  1. Amend the document

Select the transaction you wish to amend followed Amend button.

Depending on the transaction status will depend on what you can amend.

Generally, you can change the invoice number, received date, date or due, but other formats can be selected, such as Terms, Payee Details, Ownership and External references. The period and year can also be amended to stop the invoice posting to a closed period/year.

  1. If you require to change the line details, select the Amend lines action. Depending on the transaction status will depend on what can can be changed.

Additional Considerations

Order related transactions can be amended at line level, except for the GL account.   

  • Any changes to the transaction that impact the value or GL accounts may require the updated transaction to go through the authorisation process again. In such cases, any existing authorisation will be removed, and new authorisation settings will be applied to the changed transaction.
  • Once an invoice reaches a status of "part paid" or "paid", new line amendments are no longer available.
  • Invoices that were not originally entered as order-related invoices cannot be converted to order-related invoices through amendment. They must be cancelled and re-created as per the existing functionality.
  • Similarly, once an invoice is order-related, it cannot be converted to a non-order-related invoice or have its order reference changed. In such cases, the invoice must be cancelled and re-created.
  1. Update the document.

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