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Topic

    Lori Culp
    Is there a way to undo a cancelled AP invoice?
    Topic posted May 7, 2018 by Lori CulpGold Crown: 30,000+ Points, last edited January 30, 2019, tagged Payables 
    439 Views, 9 Comments
    Title:
    Is there a way to undo a cancelled AP invoice?
    Summary:
    Looking to undo a cancelled AP invoice -
    Content:

    Ideally, I would like to delete the invoice, but since it's in cancelled status, I am unable to delete.

    Comment

     

    • Balakrishna Chaturvedula

      Lori,

      I hope you have document sequencing ON. Once the document # is assigned to the invoice, even though you cancel it you will not be able to delete the invoice. This is expected behavior.

      Thanks, Bala.

      • Lori Culp

        Can you undo the cancel?  My issue is that the invoice number is unique and we want to be able to use that same invoice number from the supplier and not alter it.

      • Lori Culp

        Can you undo the cancel?  My issue is that the invoice number is unique and we want to be able to use that same invoice number from the supplier and not alter it.

    • Becky Alvarez

      To add to Bala's comments, Cancelling the invoice also performs the following actions which is the reason you cannot just delete it. 

      Canceling an invoice sets invoice and installment amounts to zero, reverses invoice distributions, and reverses matches to purchase order schedules and distributions.

      For invoices requiring budgetary control, canceling an invoice also reverses the expenditure funds consumed, and for matched invoices, restores the previously obligated funds for the purchase order.

      Having transactions in the system related to that invoice number prevent it from being deleted so you have the audit information.

    • Lori Culp

      The issue is that an AP accountant cancelled the invoice instead of deleting it.  We have an actual invoice from the vendor that needs to be entered with the same number without altering that number.  Can you undo the cancel?  If not, what is the recommended solution?

    • Balakrishna Chaturvedula

      Unfortunately, there is no way for us to edit the invoice number once cancelled. So, what we follow is to append the invoice number with 'A' so that when we query by the invoice # it results in both the cancelled one as well as the "A" appended one. Open for any better alternatives :)

    • Becky Alvarez

      No that is what I was going to also offer as a solution was to reenter the invoice with something appended to designate it has been reentered like a -1 or -A.  You may also consider removing the Cancel Invoice from the drop down for this user or all but a few.  For more on review the documentation on Personalizing the UI by clicking here.

    • Lori Culp

      Thank you both!

       

    • Ajay Papagari

      Guys,

       

      WE ca delete the invoice only if the customer and supplier in the invoice are of the same LE. WE can delete through below steps.

      Go to: Manage Intercompany Customer supplier Association

      Query the LE of the invoice and change the customer and supplier association with some example.

      Once you do that save and go back to the invoice and delete the invoice.

      Revert the changes made.

       

      Thanks

      Ajay