DBD: Adjusting Vendor Invoices

Invoice is Still Pending (Unposted)

If the invoice is still open in the current entry file and you have not run the Purchase Journal update yet, you do not need to create a formal adjustment.

1. Navigate to: Accounts Payable → Invoice Processing → Invoice Entry.
2. Enter the Vendor Code and Invoice Number.
3. Make the necessary corrections directly to the fields or GL distribution lines.
4. Click Finish to save.

Invoice is Already Posted (Updated)

If the Purchase Journal has already been run and executed, the invoice is locked in the Open Invoice File. Follow these steps to issue a formal adjustment or credit memo to update your General Ledger.

Step 1: Open Invoice Entry

Navigate to: Accounts Payable → Invoice Processing → Invoice Entry.

Step 2: Enter Vendor and Invoice Details

1. Enter the Vendor Code.
2. Enter the specific Invoice Number you need to alter.

⚠️ Exact Match Required: You must enter the invoice number exactly as it was originally keyed into the system for the program to locate the record.

Step 3: Accept the System Prompt

Because the invoice already exists in the Open Invoice File, the system will display a verification prompt:

“This invoice is currently open. Do you wish to adjust the record?”

Click Yes to proceed to the adjustment screen.

Step 4: Determine the Transaction Date

The original invoice date will display automatically. You can choose to accept this original date or assign the current date to the adjustment, depending on which fiscal period needs to reflect the change.

Step 5: Enter the Adjustment Amount

Input the variance amount in the Gross Amount field to change the invoice balance:

• To Decrease the Invoice Balance (Credit Memo): Enter the variance as a negative number (e.g., -25.00 ). The system will automatically switch the Invoice Type to Credit Memo.
• To Increase the Invoice Balance (Adjustment): Enter the variance as a positive number (e.g., 25.00 ). The system will automatically switch the Invoice Type to Adjustment.

Step 6: Review Panels & Update General Ledger

1. Click Next to bypass any miscellaneous fields on Panel 2.
2. Head to the General Ledger tab.
3. Select the distribution line to modify the GL account routing, or split the adjustment amount across multiple accounts as needed.

Step 7: Save Your Changes

Click Finish to save the record. This queues the adjustment for the next Purchase Journal update.

💡 Examples & Scenarios

• Scenario A (Undercharged): You received a utility invoice for $100, but it was mistakenly keyed in as $90. To correct this, follow Workflow 2. Enter the invoice number, accept the prompt, and enter 10.00  as a positive number. The system creates a $10 adjustment to bring the total balance to $100.
• Scenario B (Overcharged): You were billed $150 for shipping, but the agreed rate was $130. Follow Workflow 2. Enter the invoice number, accept the prompt, and enter -20.00  as a negative number. The system generates a $20 Credit Memo to reduce the liability to $130.