There are several times where invoices/transactions need to be edited (ex. job, ledger account, cost code, description). Once the invoice has been paid and payment has cleared, or the month has been reconciled, we cannot ‘move’ or edit the transaction without voiding payment and invoice, leaving us open to error. Once the amount is accounted for… what difference does it make if we change the job, account, code, or description? Is there a way to ‘unlock’ these fields so that we can move/edit the transaction?
by: Alejandra M. | over a year ago | Accounts Payable
Comments
be able to edit not void an accounts payable invoice before it hits the GL;
on the receivable invoices once they are paid it would be nice to edit the codes (tax codes, GL codes, dept code) for an example: when doing tax&sales reports, my total GA sales report(2-4) doesn't match my sales tax code report(3-1-11) for GA. And I finding its due to an error on the 3-2 screen. The sales code was entered wrong (such as TN sale code) and the state sales tax code was entered correctly - as a GA Sales code. So my reports are off and the only way to correct is to manually make a note on the month reports to match sales & Use.
Dear Lord, yes!!! One of the biggest pains in the neck about the program! Alternately, back off of the 'control' aspect of not allowing GL entries to post directly to AP, AR, etc. Then, at least we could GL the changes with a logical audit trail and reasonable work. Particularly a pain, is when you find out a change like this is needed to a "contract"-type AP invoice, which you have already billed-for as T&M. Now, when you are forced to void the original invoice and create a new one ...
Yes! Please move this suggestion to the "Planned" category soon! :)
I've only worked in Sage for a short time now, but this would be an excellent feature. I vote YES!
YES YES YES please,
I've requested this several times over the past several years, but Sage has not responded. This seems to be the biggest vote getter!!
SAGE -- PLEASE MOVE THIS TO THE TOP OF YOUR TO-DO LIST!!
PLEASE DO THIS!! I VOTE YES YES YES
If I am understanding the request correctly, the solution is already available with an audit trail. Create an Invoice deducting the miscoded job/code/etc. Then create an offsetting Invoice with the first Invoice# in the Reference# field, save, and apply.
James W: yes, Sage currently offers EITHER "reverse" (KB 65766) or "void and recreate" (KB 32240). Both of them create the correct journal entries. Later anyone can look at the journal entries and "Go to Source" to understand what happened.
I came here to add an additional vote for easier editing of AP invoice lines after the invoice have been paid. This is on behalf of a customer who wanted to move some of the funds to a different job (which is why I looked up the KBs). It's currently easy to edit cost codes but not the job info.
For your information, the job cost record that contains the cost code, cost type, phase, etc is editable for much of that info. What you cannot change is the job it was coded to, the vendor, the amount, etc because of the implications that would have on your company financials
Add security group role for this too, so we can control who can do this.
Yes... this would be great... Add the security and then the ability to edit with ease. This would be most helpful when learning the system. Again, everyone makes a mistake here or there.
This would be especially helpful when we receive invoices and the contract may not be finalized yet as of the time of payment, or in the event of new staff, they may not be aware of how to enter to a subcontract so having the ability to edit the paid transactions rather than voiding the payment, invoice and completely restarting to simply apply to a contract would be especially helpful and seems very archaic to not be included as an option.
I completely agree with everyone that has submitted this as a request. It would make it way easier to change those sections identified. By the time you are doing month end and identify an incorrect coding in an AP transaction you have to go through the void and re-enter process.
We have the same issue needing to modify a paid 11-2 work order.
Yes! This would be huge!! We are all human and make mistakes. To be able to edit the description in the grid for a paid AR Invoice would be so helpful. And if you don't want everyone to have the option to do this task do Admin only.
The only way to change a description now on a paid invoice takes too long. We have builders who pay multiple invoices at once I don't want to have to void the cash receipt that cleared 15 invoices to correct a description in one invoice to then have to clear all of those invoices again.
PUSH THIS THROUGH PLEASE!!
In a previous system I used they had a tool that would do the reversal invoice automatically for you and then you just correct what needs to be fixed. That would be a time saver for sure. It was AP Prior Month Payment Reversal.
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