Editing Payable Invoices

To update selected details on a payable invoice, click Edit on a payable invoice detail or list page at any time prior to posting, and then change the fields you want to update. In some organizations you may need to return to Classic EditionClosed The view of the application that you see when you first install the base managed package. to make the changes you want to make. In this case, click Classic Edit instead.

See Payable Invoice Fields for a full description of the standard fields that make up a payable invoice.

We do not recommend changing a default value if it is applicable to the line item that you want to add or edit.

For information about maintaining the lines on an existing payable invoice, see Payable Invoice Line Items.

Placing Payable Invoices on Hold

You can place a single payable invoice on hold on the individual payable invoice page, in Lightning Experience and Classic EditionClosed The view of the application that you see when you first install the base managed package. only. The invoice status must be "Complete".

To place a single posted payable invoice on hold in Lightning:

  1. On the payable invoice's detail page, click Place on Hold. The Place on Hold window displays.
  2. Read the information message and click Place on Hold. The selected invoice is placed on hold.

To place a single posted payable invoice on hold in Classic Edition, click Place on Hold on the button bar.

To release an on hold payable invoice for payment, follow the same process, except this time click Release for Payment on the button bar. The invoice you select must already be on hold.

To place one or more payable invoices on hold using Lightning:

  1. Click the Payable Invoices tab.
  2. Select a predefined view from the drop-down list to select the records to display. Alternatively, you can select Create New View to define your own list view.
  3. Use the checkboxes on the left to select the payable invoices that you want to place on hold. We recommend selecting no more than 200 invoices. If you select ineligible invoices, they will be ignored.
  4. Click Place on Hold. If this button is not available, contact your administrator, or see the Salesforce Help for more information about adding buttons to list views.

Placing a payable invoice on hold changes the invoice's Hold Status field to "On Hold" and selects the On Hold checkbox on the related transaction line items. Transaction lines marked in this way are excluded from inclusion in a payment proposalClosed List of the accounts and transactions you are planning to pay or collect subscriptions from, on a specified date, using a specified bank account..

Note:
You can only place 200 invoices on hold at a time.
Note:

Although placing a payable invoice on hold prevents it from being retrieved by the selection process in Payments, it doesn't stop manual payment through Cash Matching.

To release multiple on hold payable invoices for payment using Lightning:

  1. Click the Payable Invoices tab.
  2. Select a predefined view from the drop-down list to select the records to display. Alternatively, you can select Create New View to define your own list view.
  3. Use the checkboxes on the left to select the on hold payable invoices that you want to release for payment. We recommend selecting no more than 200 invoices.
  4. Click Release for Payment. The window for releasing payable invoices for payment displays. If this button is not available, contact your administrator, or see the Salesforce Help for more information about adding buttons to list views.
  5. Check your selection and click Release for Payment. The selected payable invoices are released for payment.
Note:
You can only release 200 invoices for payment at a time.

If your administrator has enabled this, you can see the Hold Status of payable invoices on appropriate list views. If you can't see this on your list views, contact your administrator. You cannot edit these statuses directly.

Note that you can only place a payable invoice on hold or release it for payment if the payment status is "Unpaid".

Amending Posted Payable Invoices

This section describes how to amend a posted payable invoice in Lightning Experience and in the different editions of our application. If you are unsure which version you are using, contact your administrator.

Once you have posted the payable invoice and its status is "Complete", you can only amend (add, edit or delete) the values in following fields:

Notes:
  • Single-company mode: When you have one current company selected, you do not need to specify a company when amending a payable invoice for the currently selected company.
  • Multi-company mode: When you have more than one current company selected, you can amend a payable invoice for any of the selected companies. You do not need to change the current company.

    Administrators can amend payable invoices for any of their user companies, regardless of their current company selection.

Amending a Single Payable Invoice

To amend the details of a single payable invoice:

  1. Click the Payable Invoice tab.
  2. From the list view, click the "Complete" payable invoice that you want to amend.
  3. On the invoice detail page, click Amend Details. The Amend Payable Invoice window displays.
  4. Modify the fields listed above as required. For more information on the fields, see Payable Invoice Fields.
  5. Click Save.

For information on how to amend payable invoice lines, see Amending Lines after Posting.

Amending Multiple Payable Invoices

To amend the details of multiple payable invoices using Lightning:

  1. Click the Payable Invoice tab.
  2. Select a predefined view from the drop-down list to select the records to display. Alternatively, you can select Create New View to define your own list view.
  3. Use the checkboxes on the left to select the payable invoices that you want to amend. We recommend selecting no more than 200 invoices.
  4. Click Amend. The window for amending payable invoices displays. If this button is not available, contact your administrator, or see the Salesforce Help for more information about adding buttons to list views.
  5. Do one of the following for each field you want to amend:
    • To specify a new field value for the selected payable invoices:
      Enter or select the field value you want. New field values overwrite the existing ones. If you leave the field blank, its values are not amended.
    • To clear a field's values from the selected payable invoices:
      Select the checkbox under each non-mandatory field you want to clear. This sets the field's values on the selected payable invoices to "None". When selecting a checkbox to clear field values, leave the related field blank. Selecting the drop-down value "None" manually does not clear field values on the selected invoices.

      For more information on the fields, see Payable Invoice Fields.
  6. Click Amend.
Notes:
  • You cannot amend non-editable or mandatory fields.
  • You cannot use the checkbox value --None-- to amend field values.

For information on how to amend payable invoice lines, see Amending Lines after Posting.

To amend (add, edit or delete) the contents of a limited set of fields on a posted payable invoice, do one of the following:

The changes that you make are also automatically reflected in both the related transactionClosed A record created when documents are posted to the general ledger. Transactions must balance (sum to zero) in home, dual, and document currency. and the appropriate balances. The type of balances that are updated automatically depend on how your organization has been configured.

Note 1:

The ability to edit custom fields that have been set up for sub-analysis mapping is controlled by the Enable Edit Sub-Analysis (after posting) field in the Accounting Settings custom setting. If you cannot edit these fields on a posted document, contact your administrator.

Notes:
  • The ability to edit dimensions on a posted document is controlled by the Enable Edit Dimensions (after posting) field in the Accounting Settings custom setting. If you find you cannot edit dimensions on a posted document, contact your administrator.
  • If you edit a pre-existing dimension on a posted document, the new one must have the same currency as before, or be home, document or dual currency. If you add a new dimension to a posted document where one didn't exist previously, it must be in document, home or dual currency.
  • You cannot edit dimensions on a posted document if its period is closed. This validation is unaffected by the custom setting.
  • You can use the standard Salesforce tracking field history feature on the transaction line item custom object to track changes to these fields. See the Salesforce Help for more information. Remember to add the Transaction Line Item History related list to your page layout.