Edit an Accounts Payable Invoice or Credit

This article provides a step-by-step guide on how to view and edit an Accounts Payable (AP) invoice or credit.

Access the Adjustment Screen

Navigate to Accounts Payable > Invoice & Credits Adjustment.

1. Search for a Transaction

Use one or more of the following filters to locate the relevant transaction:

• Search By – Filter by Supplier or Property

• Supplier – Enter or select the supplier from the drop-down list

• Property – Enter or select the property from the drop-down list

• Invoice Date – Enter a date range, or select All Dates

Click Refresh to display matching outstanding invoices or credits.

Note: You may search by supplier, property, or invoice dates. Not all fields are mandatory.

2. View and Edit a Transaction

1. Select the Search Criteria: Unpaid, Partially Paid, or Fully Paid.

2. Click View next to the required transaction.

3. The transaction opens on a new screen where editable fields are available.

Note: Only Unpaid invoices are fully editable.

Available Actions and Editable Fields

Transaction Information

• Transaction Type – Hover over the information icon to view details of who entered the invoice or credit, and whether it has been modified.

Editable Fields

You can update the following details (availability may vary based on status):

• Invoice Number

• Order Number

• Property / Ledger

• Unit

• Supplier / Owner (Unpaid invoices only)

• Account Code

• Description

• Status (Directly Recoverable invoices only)

  • Change between Recovered and Unrecovered depending on whether the expense has been on-charged to a tenant.

  • If the AR (tenant) and AP (supplier) invoices were not linked during entry, setting the status to Recovered will prompt a pop-up allowing you to select and link one or more AR invoices.

Linked Transactions

• Show Linked Invoices – Displays a list of linked AR transactions in a pop-up window.

• On-Charge Tenants (Directly Recoverable invoices only) – Redirects to Accounts Receivable > Invoices & Credits to on-charge tenants.

Additional Details

• BPAY Reference (for BPAY suppliers)

• Transaction Date

• From Date / To Date

• Due Date

• Tax Rate

• Gross Amount (Unpaid invoices only)

Attachments and Reporting Options

• Attachments – Replace or add supplier tax invoices.

• Attach to AR Invoice – Attaches the AP invoice to linked AR invoices when the status is Recovered.

• Attach to Owner Reports – Includes the supplier invoice as an attachment when owner reports are emailed (where enabled).

Payment Controls

• Hold Invoice – Withholds the invoice from payment. The hold status can also be managed via View Supplier Invoices and Create Payment.

Final Actions (Unpaid Invoices Only)

At the bottom of the screen, select one of the following:

• Back – Return to the previous screen

• Delete – Permanently delete the unpaid AP invoice

• Save – Save all changes made to the transaction