You can edit the details of a payable to make the following changes:
Modify the amount of the payable, the begin and end dates, and the authorization type.
Add, modify, or remove line items (only if the payable was created with line items).
Modify the control fields.
Add notes that will be shared with the vendor. You can add notes even if the payable is closed.
To edit payable details:
Click the Edit Payable button on the Payable Details screen.
Modify the General Information fields as necessary.
Payable Total
If the payable does not have line items, you can modify the Payable Total by editing this field. If the payable does have line items, you cannot modify this field directly but you can change it by editing the line items. In either case, the Payable Status must be Created or Open.
Begin Date
If the begin date is in the future, you can change it. Click the calendar icon and select a new begin date, or enter the new begin date manually, using the mm/dd/yyyy format.
End Date
If the payable is not closed, you can change the end date. Click the calendar icon and select a new end date, or enter the new end date manually, using the mm/dd/yyyy format.
Authorization Type
If a single authorization payable has a status of Open and no transactions have been posted to it yet, you can change the authorization type to multiple. You cannot change a multiple authorization payable to single. You also cannot change the authorization type of a payable that is being settled automatically.
Modify the Line Item fields as necessary.
To add new line items, enter values in the following fields and click Add.
Description
Enter a description of the item or service being purchased.
# of Units
Enter the number of items being purchased.
Unit Price
Enter the cost of the item or service. You can enter a negative amount in this field as a credit as long as the Payable Total is greater than zero.
Estimated Freight $
Enter the estimated amount of any freight charges that will be applied to the purchase.
Estimated Tax %
Enter the expected tax percentage rate that will be applied to the purchase.
To modify an existing line item, make changes to the values in these fields.
To remove a line item, click the corresponding Delete button.
Note:The Running Total is updated as you add, modify, and remove line items, taking into account the estimated charges for freight and tax. The Payable Total, however, is not updated until you save your changes.
Modify the Controls fields as necessary. For a list of these fields, see Controls Fields.
Note:You cannot change the Merchant Category Code Group assigned to a payable. In addition, you cannot modify the Single Transaction Limit Amount or the Daily Transaction Limit Amount, but if you change the Payable Total, these limits will be updated automatically.
To add notes, enter them in the Notes field (up to a maximum of 2000 characters in English or 1000 characters in French).
Click Save Changes.