Editing Documents in accounts payable after they have been posted. Is this possible?

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How would you edit a document that has already been posted in accounts payable. I need to add an invoice number and it will not let me edit anything. Is there a way I can do this or is it final?

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Community Member on at

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Sarah,

Once a batch has been released there is a very limited amount of edits you can do on a document. Under AP you have the document maintenance screen that allows some editing of various fields (like the status, pay date and due date) but does not allow the editing of the invoice number field. Even if you have initialize mode rights to that screen and turn on initialize mode you would not be able to edit the invoice number field.

So, your only option would be to create a debit adjustment equal to the original voucher and then create a new voucher with the correct invoice number. The debit adjustment would offset the original voucher.

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John_Joyce 1,042 on at

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Just to clarify what Rick wrote, when a voucher is released but still un-paid, you can modify a small handful of fields, including Invoice Number (my demo version is SL2011 SP1, with no customizations on the Document Maintenance screen. I can change (or add) the Invoice Number, Invoice Date, Terms and Pay Date/Due Date fields. Again, this is if the voucher is still open & un-paid:

Once the voucher is paid, you really can't (and shouldn't!) change anything:

Hope this helps.

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John_Joyce 1,042 on at

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Sorry, I guess the screen shots didn't come thru in my last reply. But trust me, if the Document Maintenance screen is not customized, and if the voucher is un-paid, then you should be able to enter the Invoice Number.

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John, thanks for correcting me on this. When I responded I did a quick check against SL 6.5, not 2011. They added the ability to change the invoice number after SL 6.5.

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Bill Degnan 660 on at

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Try using the document maintenance screen to enter the vendor invoice number if the voucher is still unpaid and not currently in a payment select batch.

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