How can I make changes to a Purchase Order Receive after the Accounts Payable Bill is created?

It's not possible, but there's a solution. Here are some tips for how to adjust an A/P Bill after a P/O Receive has been closed and the A/P Bill has been created.

In this scenario, there are two options. Option one is the best practice, laid out below. Option two is not recommended but is included further down in this user guide under Delete A/P Bill to Adjust P/O Receive.

Adjust A/P Bill - Best Practice

Once an A/P Bill has been generated, it is not possible to reopen and make changes to the P/O Receive. You will receive the following error:

While the P/O Receive can no longer be edited, the associated A/P Bill(s) can be. From an accounting standpoint, P/O Receive $ totals aren't relevant. It's the A/P Bill totals that must be accurate. Here are instructions on how to edit the A/P Bill.

There are several reasons an adjustment could be needed, most of which don't require additional work. However, if the quantity of a particular item on a P/O Receive was entered in correctly, you must conduct a manual adjustment in WMS to reflect the correct stock information.

Once you've done that, or if your changes don't require inventory adjustment, go to ERP > Accounts Payable > A/P Bill. Search for the bill associated with the P/O Receive (you can use the More Filter tool to search by P/O Receive # - more instructions on how to use the sort and filter tools can be found here). Click Apply to conduct the search.

Please note that it is possible for a single P/O Receive to have several A/P Bills. For example, look at the Summary of this P/O Receive. It contains the subtotal of the P/O, Shipping, Handling (bundled together in this image), Tax, and an Other A/P Item. If each line item is owed to a different vendor, each one of these will generate its own A/P Bill. If any of them are for the same vendor, they will be combined into one A/P Bill. In summation, for each P/O Receive, you'll get one A/P Bill per vendor owed.

On the A/P Bill List screen, you can see all five bills. Note that shipping and handling have been separated here. It's important to note all of this because it matters which A/P Bill you edit. Click on the A/P Bill you wish to edit.

From the A/P Bill Management screen, in Edit mode, manually adjust the dollar amount in the Amount column to whatever the correct amount is. As always, don't forget to click Save.

Click Yes.

Back on the A/P Bill List screen, once you refresh, you can see your adjusted A/P Bill.

 

Delete A/P Bill to Adjust P/O Receive - Not Recommended

First, find the P/O Receive you need to update. Go to Purchase Order > Purchase Order Receive and search. Click Apply.

Click the P/O Receive in question, bringing you to the P/O Receive Management screen. If you try and change the process mode to Edit, you will get this error.

Go to the History tab and you will see the associated A/P Bill. Click on the number.

This will take you to the A/P Bill Management screen. Change the process mode to Delete.

You will now see a Delete button in the upper right-hand corner. Click on it.

Click Yes.

You will see a notification that the bill was deleted successfully.

Back on the P/O Receive Management screen, under the History tab, the bill is no longer there.

Now, when you go into Edit mode, you will not receive an error. You can now change the status of your P/O Receive and made additional edits. 

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See related:

How do I manage P/O Receives?