Symptom
There are several business scenarios that require modification of specific fields in existing documents.
Cause
Business scenario
Solution
It is possible to update data in specific fields after documents are added. This is possible under certain conditions as listed below:
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- This solution is available for Italy, Japan, UK, US, Spain, Sweden, Norway, Israel and Finland.
1. Due Date:
If the documents listed below are fully open (that is, the documents were not fully or partially drawn to target documents, or were not fully or partially paid), you can change their due date:
- A/R Invoice & A/P Invoice
- A/R Down Payment Request & A/P Down Payment Request
- A/R Down Payment Invoice & A/P Down Payment Invoice
- A/R Reserve Invoice & A/P Reserve Invoice
- A/R Credit Memo & A/P Credit Memo
Additional Information:
Installments:
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- When there is one installment only: if you change the due date in the document header, you will find that the due date in the installment is updated accordingly. The opposite also occurs; if you change the due date in the installment, the due date in the document header is updated accordingly.
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- When there is more than one installment: you can change the due date of each installment, but only a change in the latest installment's due date will update the due date in the document header accordingly.
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- There is no option to change the number of installments.
Journal Entries:
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- If you change the due date of a Journal Entry created by a document, you will find that the due date in the respective document is not updated.
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- If you change the due date of a document or installment, you will find that the due date of the respective row in the Journal Entry (created by that document/installment) is updated accordingly.
2. Payment Method
If the documents listed below are fully open (that is, the documents were not fully or partially drawn to target documents, or were not fully or partially paid), you can change their Payment Method:
- A/R Invoice & A/P Invoice
- A/R Down Payment Request & A/P Down Payment Request
- A/R Down Payment Invoice & A/P Down Payment Invoice
- A/R Reserve Invoice & A/P Reserve Invoice
- A/R Credit Memo & A/P Credit Memo
- Delivery & Goods Receipt PO
- Return & Goods Return
3. Sales Employee/Buyer
You can change the sales employee or buyer data in all the documents listed in section #2 at any time (including after the document is closed), at both document level and row level.
If the change is done at the document level, a message asking the user whether to apply the change in the rows is displayed.
Note:
When you update the sales employee in an existing document, you find that the new sales employee is not integrated into any of the inventory reports.
The inventory reports that display sales employees or offer a sales employee as a selection criterion always refer to the sales employee that was set when the document was firstly added.
4. Owner
You can change the owner of all the documents listed in section #2 at any time (including after the document is closed), at both document and row level.
If the change is at the document level, the row owner is automatically updated accordingly.
5. Pay To/Bill To
You can change the Pay To or Bill To data for all the documents listed in section #2, but only if documents are fully open (that is, the documents were not fully or partially drawn to target documents, or were not fully or partially paid).
6. Payment Terms
You can change the payment terms of a Delivery, Goods Receipt PO, Return, and Goods Return only if documents are fully open (that is, the documents were not fully or partially drawn to target documents).
7. Text Rows
You can modify the text of existing text rows in all of the documents listed in section #2, at any time (including after the document is closed). However, you cannot add new text rows or delete existing ones.
8. Printing
If you make one or more of the changes mentioned above after the document is printed, you will find that the next printout that takes place after the change reflects the changes and includes the title "Amended".
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- Note that only print layouts that save the printing information, indicating whether or not the document was printed, include the title "Amended".
9. Change Log
All the changes described above are documented in the Change Logwindow.
10. Authorizations
Only authorized users can submit the changes described above. For this purpose the following authorizations are added to the Authorizationswindow:
- Modify Posted A/R Documents - to enable changing sales documents. Located under Sales - A/R authorization entry.
- Modify Posted A/P Documents - to enable changing purchasing documents. Located under Purchasing - A/P → Purchase Order.
