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Unpost a Payable with an Applied Cash Disbursement or Credit Memo

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Overview 

In general, a record cannot be unposted if it is associated with other records. However, Accounting Seed provides the ability to unpost a Payable, even when the associated Cash Disbursements or Credit Memos are still applied. This can be a time saver when you need to make modifications. 

Once the Payable is unposted, you can edit certain fields. For example, you might want to edit the Project(s) or Project Task(s) on a Payable. Or, perhaps, a Payable was posted to an incorrect GL Account. You can edit the Payable to update it with the correct GL Account. Then, once the modifications are completed, you can repost the Payable, as necessary. 

This information might be helpful to keep in mind when performing tasks such as the following:

Important: This process specifically excludes the ability to unpost a Cash Disbursement that has been applied to a Payable. This only applies to unposting a Payable.

To maintain system integrity, some restrictions apply when unposting a Payable to make edits. Use the table below to learn about the restrictions.

Restriction(s) on the... Description
Payable Record If the unposted Payable record includes an applied Cash Disbursement or applied Credit Memo, the following fields are non editable:
  • Accounting Period
  • Ledger
  • Total
  • Discount Amount
  • Credit Memo Applied Amount
  • Vendor
  • Contact
  • Employee
  • Currency Conversion Rate - This is only applicable if Multi-Currency is enabled.
Payable Lines If the unposted Payable includes a related Cash Disbursement or Credit Memo:
  • The following fields on the Payable Line(s) are non editable:
      1. Amount
      2. Quantity
      3. Unit Cost
      4. Tax Group
      5. Product

Note:  These fields cannot be edited on a Payable Line because changing this information will affect the Total, which is a non editable field on the Payable record. 

  • Additional Payable Lines cannot be added, nor can the existing Payable Lines be deleted.
Calc Tax button If the unposted Payable includes a related Cash Disbursement or Credit Memo, the Calc Tax button cannot be used to recalculate the tax amount. 

Note:  The tax amount cannot be recalculated because this might affect the Total field on the Payable record, which is a non editable field.
Accounting Period The ability to unpost a Payable record for making edits is only allowable in an open Accounting Period.
AP Disbursement Record On the AP Disbursement record that is related to the Payable, the following fields are non editable: 
  • Cash Disbursement
  • Payable
  • Applied Amount
  • Applied Accounting Period
  • Currency - This is only applicable if Multi-Currency is enabled.
Note:  The AP Disbursement (junction) record is the record that applies a Cash Disbursement to a Payable.
AP Credit Memo Record On the AP Credit Memo record  that is related to the Payable, the following fields are non editable: 
  • Credit Memo
  • Payable Invoice
  • Applied Amount
  • Applied Accounting Period
  • Currency - This is only applicable if Multi-Currency is enabled.
Note:  The AP Credit Memo (junction) record is the record that applies a Credit Memo to a Payable.

 

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