In this video, you'll learn how to fix a PO Billing error after an AP invoice has already been created. We'll walk through deleting the incorrect AP invoice, explain the impact this has on related inventory adjustments, and show you how to recreate the invoice with the correct information so your records remain accurate.
SOP: Correcting a PO Billing Error After an AP Invoice Has Been Created
Objective
This SOP explains how to correct a mistake made in PO Billing after it has already been converted into an AP Invoice. The process requires deleting the AP Invoice first, then returning to PO Billing to recreate and correct the entry.
Key Steps
1. Create the AP Invoice from PO Billing 0:08
Open PO Billing and locate the purchase order(s) you want to invoice.
Confirm the invoice number is entered correctly.
Select Adjust and Create Invoice to generate the AP Invoice.
When prompted, confirm the action by clicking Yes, I’m Sure.
If applicable, continue through any manufacturer confirmation prompts (for example, Whirlpool Corporation).
Save the newly created AP Invoice.
2. Locate the Incorrect AP Invoice in Accounts Payable 0:45
Navigate to Accounts Payable.
Open Invoices.
Find the AP Invoice that contains the mistake.
Open or view the invoice so you can review the record before deleting it.
3. Delete the AP Invoice to Remove the Error 1:11
In the AP Invoice record, select Delete.
Review the warning message carefully before confirming.
Confirm deletion only if you understand that the invoice is tied to a PO billing entry and may affect inventory adjustments.
Complete the delete action to remove the AP Invoice.
4. Return to PO Billing and Recreate the Entry 1:30
Go back to Purchase Order Billing.
Select the same vendor/manufacturer and the same PO used originally.
Re-enter the invoice number.
Make the necessary correction(s) that were missed in the original PO Billing entry.
Recreate the billing entry with the corrected information.
Cautionary Notes
Deleting the AP Invoice is required before you can correct the PO Billing entry.
The system warning indicates the invoice is tied to a PO billing entry and inventory adjustments may be impacted.
Verify you are deleting the correct invoice before confirming.
After deletion, you must re-enter the PO Billing from scratch; the original AP Invoice will not remain available for reuse.
Tips for Efficiency
Keep the original PO number, invoice number, and vendor/manufacturer details handy before starting.
Double-check the billing details before clicking Adjust and Create Invoice to reduce the need for deletion.
Use the invoice view to confirm you are working on the correct AP Invoice before deleting it.
If multiple POs are involved, verify each selection carefully before recreating the billing entry.