Edit a bill during approval
If you're an approver, you can edit certain bill fields on a bill submitted for approval. All edits are captured in the audit log.
If you are not an approver and need to update a submitted bill, recall the bill to remove it from the approval queue and make it available to edit.
What can be edited?
You can edit some bill header and line item fields while a bill is awaiting approval.
Editing restrictions
The total bill amount cannot change.
Date and vendor information cannot be edited.
Some fields can be edited only when specific Accounts Payable settings are enabled.
| Field name | Edit during approval? | Notes |
|---|---|---|
Date | No |
|
Bill total | No | The total amount is not editable. If you add, edit, or remove line items, changes must net to the original total bill amount. |
Date | No |
|
GL posting date | No |
|
Vendor | No |
|
Pay to and return to | No |
|
Bill number | Yes |
|
Reference number | Yes |
|
Description | Yes |
|
Payment term/Term | Yes |
|
Recommended to pay on | Yes |
|
Attachment | Yes |
|
Due date | Yes |
|
Payment priority | Yes |
|
Place this bill on hold | Yes |
|
Transaction currency | No |
|
Exchange rate date | No |
|
| Field name | Edit during approval? | Notes |
|---|---|---|
Account or Account Label | Yes |
|
Memo | Yes |
|
Billable | Yes | Editable if your company is subscribed to Project Costing & Billing. |
1099 | Yes | Editable if Enable 1099 flag override is selected in Configure Accounts Payable. |
Form 1099 Type Form 1099 Box | Yes | Editable if Form 1099 form and box override is selected in Configure Accounts Payable. |
Dimensions such as: Location Department AP account | Yes | Certain dimension fields can only be edited when the dimensions are selected for use in Accounts Payable or Purchasing configuration.
|
Allocation | Yes | Editable if Enable allocation in bill entry is selected in Configure Accounts Payable. |
Allocation Splits | Yes |
|
Edit a bill during approval
To edit a bill during approval, you must be an approver with permissions to edit bills.
| Subscription | Accounts Payable configured for bill approvals. |
|---|---|
| User type | Business |
| Permissions | Approve Bills: List; Bills: Edit AP bill approval levels: If your company is set up for value approval, assign the appropriate permission level. For example, if you’re a Level 2 approver you need Level 2 permissions. |
Go to Accounts Payable > All > Bills > Approve bills.
- Next to the bill, select View.
Top-level companies only see bills created at the top level. To view bills created at the entity level, select Include private.
Filter the list to see only the bills that you want to act on. Enter a value in one of the column headers and press the Enter key on your keyboard. - Select Edit.
- Make your changes.
- Select Save.
