Change Accounts Payable Page

Use this page to review and change accounts payable records. The system allows you to different fields depending on whether the payable was created with the Purchase Order Payment or Non-Purchase Order Payment option.

For records created with the Purchase Order Payment option, you can change the following information:

• Hold Payable Flag Line Item Payment Payable Notes
• Invoice Number PO Quantity Received Line Item Description
• Due Date Remittance Address 1099 Payment Settings
• Single Check Flag

For records created with the Non-Purchase Order Payment option, you can change the same data with the following two exceptions:

• You can also change the accounting distribution for the payable.
• You cannot use the Quantities Received page as you are not referencing a purchase order with line item quantities to update.

Menu Path: Fund Accounting > Entry & Processing > Payable Entry > Change Accounts Payable

Change Accounts Payable Pages

When changing payable records, you primarily work within two pages, the Change Accounts Payable selection and Change Accounts Payable detail pages. Both of these pages have the Action Bar items that access secondary pages, but for the most part, you use the selection and detail pages to update payable records.

Change Accounts Payable Selection - Enables you to enter selection criteria to retrieve the payable records you want to change. This is the first page you display when working with the Change Accounts Payable option. Use this page to enter search criteria, initiate an advanced search, reset the fiscal year period and/or transaction date, and display the detail page where you can then update a selected payable.

Change Accounts Payable Detail - Shows a payable record you searched for and selected in the selection page. Use the detail page to change the payable's information. You can use the detail page's Action Bar items to update a payable's notes, vendor address, discount amount and tax rates, and for purchase order payments, the quantity received for a specific PO line item.

Change Accounts Payable Detail Page

The Change Accounts Payable detail page has two sections, Payable Information and Payment Distribution. Following is a brief description for each section:

The page's fields are the same as the fields in the Post Accounts Payable page, with the following exceptions:

• The *Approval* field is not available as the Change Accounts Payable option only accesses records that have gone through approval processing.
• The Hold Payable checkbox is unique to the Change Accounts Payable option and is described in the following Procedure section.

For details, refer to the Post Accounts Payable Page.

Changing a Payable Record

1. Select Fund Accounting > Entry & Processing > Payable Entry > Change Accounts Payable to display the Change Accounts Payable selection page.
2. In the Search Criteria section, enter criteria to identify the records to list, and then click Find. To run an advanced search, use the Advanced button.
3. In the Change Accounts Payable selection page's list section, select the payable you want to change, and then click OK.
   The Change Accounts Payable detail page displays the payable.
4. In the Payable Information section, update the Hold Payable field:
   • Select this field to prevent printing a check for the payable. The check cannot be issued until the hold is lifted.
   • Leave the checkbox blank to allow a vendor check to be issued.

5. Change additional fields as needed.

   

   If the Print Checks by Bank Account option is selected in the Fund Accounting profile, the Bank Account field appears. Select the relevant bank account from the drop-down list. The Cash Account will be determined based on the configurations present for the selected bank account for transaction processing. The Print Checks by Bank Account option is available in release 22.4 and higher.

   
   

   • You can use the Alternate Vendor item to assign a different remittance address to the payable. For details, refer to Alternate Vendor Information Page.
   • To view or update notes associated with the payable's invoice, click Notes. For details, refer to Add Note Page.
6. In the Payment Distribution section, update the line item payment information (Purchase Order Payment option), or update the payable's accounting distribution (Non-Purchase Order Payment option).
   
   • To adjust the discount amount or tax rates for a line item or accounting distribution row, select the appropriate Amount field, and then click Discount.
     For details, refer to the Discount Information Page.
   • For payables that reference a purchase order, you can adjust a line item's quantity received by selecting any field on the line item's row and clicking Quantity.
     For details refer to the Quantities Received Page.
7. Click OK to save the record.