How to Amend a Posted Invoice on Sage 300

Adjusting Accounts Payable Invoices

Accessing the Adjustment Entry Navigate to Accounts Payable > A/P Transactions > Adjustment Entry to begin the process. You can either create a new adjustment batch or modify an existing one.

Creating a New Adjustment

1. Click the Create New Entry button to get started
2. Enter the following essential information:
   • Description (optional)
   • Adjustment date
   • Posting date
   • Vendor number
   • Reference and description (optional)
   • Document number to adjust
   • Payment number (if applicable)

Making Financial Adjustments

When adjusting the financial aspects of a transaction, you'll need to specify:

• The distribution code or general ledger account number
• The adjustment amount (use positive amounts to reduce invoice/debit note balances, negative amounts to increase them)
• Retainage adjustments if applicable

Accounts Receivable Modifications

Credit Note Method For paid invoices in AR, the recommended approach is to issue a credit note. This process involves:

• Creating a new credit note
• Referencing the original invoice number
• Entering the correction amount
• Applying the credit note to the original invoice

Changing Invoice Details When working with AR invoices, you can modify:

• Distribution codes
• GL account assignments
• Tax information
• Optional fields
• Comments and descriptions

Best Practices for Invoice Adjustments

Documentation Requirements Maintain proper documentation by:

• Including clear descriptions for all adjustments
• Referencing original document numbers
• Recording the reason for changes
• Ensuring proper authorization for modifications

Financial Impact Considerations

When making adjustments, consider:

• The effect on GL accounts
• Tax implications
• Impact on vendor/customer balances
• Audit trail requirements

Special Considerations

Paid vs. Unpaid Invoices For paid invoices, additional steps are required:

• Create reversing entries
• Add new distribution lines
• Record zero-amount payments to balance the accounts

Retainage Adjustments When dealing with retainage:

• Verify the original retainage terms
• Adjust retainage amounts as needed
• Ensure proper tracking of retention periods

Control Measures

Security and Authorization Implement proper controls by:

• Restricting adjustment access to authorized personnel
• Reviewing all adjustments before posting
• Maintaining detailed audit trails
• Regular reconciliation of adjusted transactions

Common Scenarios

GL Account Corrections When the wrong GL account was used:

• Select the original transaction line
• Enter the correct GL account
• Create offsetting entries to balance the adjustment

Amount Corrections To modify transaction amounts:

• Create an adjustment entry
• Enter the difference amount
• Ensure proper tax handling
• Update related financial records

Post-Adjustment Procedures

Verification Steps After making adjustments:

• Review all modified entries
• Verify balanced debits and credits
• Check tax calculations
• Confirm proper document linking

Reporting Considerations Ensure proper reporting by:

• Updating relevant financial statements
• Maintaining adjustment audit trails
• Recording adjustment reasons
• Tracking modified transactions

System Requirements

Before Making Adjustments Verify:

• Proper user permissions
• System access rights
• Batch control settings
• Period status (ensure period is open)

Troubleshooting Common Issues

Resolution Steps If problems occur:

• Verify all required fields are completed
• Check for balanced entries
• Confirm proper period assignments
• Review error messages carefully

Best Practices for Prevention

Reducing Future Adjustments Implement procedures to minimize errors:

• Double-check entries before posting
• Use proper authorization workflows
• Maintain clear documentation standards
• Regular staff training on proper procedures

Record Keeping

Documentation Requirements Maintain records of:

• Original transactions
• Adjustment entries
• Authorization approvals
• Supporting documentation

Impact on Financial Reporting

Considering Financial Statements Understand how adjustments affect:

• Balance sheet accounts
• Income statement items
• Tax reporting requirements
• Audit trails

Conclusion

Amending posted invoices in Sage 300 requires attention to detail and proper accounting procedures. By following these structured guidelines and maintaining proper documentation, organizations can ensure accurate financial records while maintaining proper audit trails. Regular review of adjustment procedures and staff training will help minimize errors and strengthen internal controls.

Citations: [1] https://help.sage300.com/en-us/2021/web/Subsystems/AP/Content/Transactions/Adjustments/AdjustingAPostedTransaction.htm [2] https://www.youtube.com/watch?v=08NdVompsaI [3] https://communityhub.sage.com/us/sage_construction_and_real_estate/f/sage-300-construction-and-real-estate/125705/what-is-the-best-way-to-change-details-on-a-posted-invoice [4] https://www5.v1ideas.com/TheSageGroupplc/sage300erp/Idea/Detail/13693 [5] https://www.youtube.com/watch?v=jmqj9AkVp6c [6] https://help.sage300.com/en-us/2024/classic/Subsystems/AR_2024/Content/Transactions/SCREENS/InvoiceEntry.htm?TocPath=Accounts+Receivable%7CScreen+Guides%7CTransactions%7C_____5 [7] https://help.sbc.sage.com/en-ca/accounting/invoicing/extra-edit-or-void-a-sales-invoice.html