Edit, delete, or duplicate an AP invoice (PAS)

This help article is related to the Production Accounting Suite (PAS)

In Wrapbook, production accountants and administrators can manage AP invoices using either the Production Accounting Suite or Cost tracking. To understand the differences, click here.

Accessing AP invoices in PAS is permission based

To access AP invoices, your account must have one of the following roles enabled:

• Role: Company Admin, Accountant

• Custom role with:  Accounting & Cost Tracking / AP invoices - Full access, Create and manage

Overview

How to edit, delete, or duplicate an accounts payable (AP) invoice

You can use the three-dot menu on the Accounts payable dashboard to edit, duplicate, or delete any existing AP invoice:

1. In the left-side navigation, click the dropdown menu

2. In the dropdown menu, select the name of the project that you want to see AP invoices for

3. In the left-side navigation Accounting menu, click Accounts payable

4. On the Accounts payable dashboard, click the three dots next next to the payable that you want to update the invoice for

5. In the menu, you can select either Edit, Duplicate or Delete

If you select either Edit or Duplicate, the AP transaction record will open where you can update or enter the details. Be sure to click the Save button before leaving the page.

How to edit multiple AP invoices at once

If you need to apply the same change to multiple AP invoices, use Edit Multiple from the Accounts payable dashboard. You can select several invoices, choose the field and value to apply, and review how many invoices were updated or skipped.

1. In the left-side navigation, click the dropdown menu and select the project you want to work in

2. In the left-side navigation, expand the ACCOUNTING menu and click Accounts payable

3. On the project’s Accounts payable dashboard, click the tab that contains the invoices you want to update

4. Select the checkbox next to each invoice that you want to update

5. In the toolbar that appears, click Edit Multiple

6. In the drawer, select the field that you want to update and choose or enter the new value

7. Click Apply

8. Wrapbook processes the update. When processing is complete, review the results to see how many invoices were updated and how many were skipped

You can use Edit Multiple from the following project Accounts payable dashboard tabs:

• AP Inbox

• Posted & unpaid

• AP approvals

• All invoices

Some invoices may not be eligible for a particular update. For example, invoices in a pending approval workflow have limited edit-ability. Eligible invoices in the selection can still be updated, while ineligible invoices are skipped and included in the results.

If an invoice was skipped, open the invoice and review its status before trying again. Individual invoice editing remains available from the invoice’s three-dot menu.

Common questions about Edit Multiple

Which AP invoice tabs support Edit Multiple?

Edit Multiple is available on AP Inbox, Posted & unpaid, AP approvals, and All invoices.

Why were some invoices skipped?

Some invoices have limited edit-ability based on their current status. Invoices in a pending approval workflow, for example, may be skipped for an update. The results show how many invoices were updated and how many were skipped.

Does Edit Multiple replace individual invoice editing?

No. Use Edit Multiple when you want to apply the same change across several invoices. You can continue to edit an individual invoice from its three-dot menu.

What access do I need to use Edit Multiple?

You need access to AP invoices. The roles and permissions listed in this article’s access callout apply to the Accounts payable dashboard and its available actions.

How to split or merge distribution lines on an AP invoice

You can split a single distribution line into multiple lines, or merge multiple lines into one, directly on an AP invoice — including invoices that have already been posted or that fall in a closed accounting period.

Split a distribution line

1. Open the AP invoice from the project's Accounts payable dashboard

2. In the Invoice summary, locate the distribution line you want to split

3. Click the more options icon (· · ·) on the distribution line row

4. Select Split

5. In the Split row popup:

   1. Select how many rows you want to split the line selected into

   2. Enter how much you want to go to each row

   3. Click the Split row button

6. For each new line, you can click to assign the cost code fields: Account, Location, Episode, Set

Merge distribution lines

1. Open the AP invoice from the project's Accounts payable dashboard

2. In the Invoice summary, click to select the distribution lines that you want to combine

3. Click the Action button at the bottom of the page and select Merge

4. You can click to assign the cost code for the resulting line (Account, Location, Episode, Set)

Splitting or merging in a closed period

If the AP invoice falls in a closed accounting period, Wrapbook automatically creates a distribution change (DC) journal entry to keep your books balanced. You do not need to reopen the period. The DC entry will appear in your General Ledger.

Merge all distribution lines on an AP invoice

When an AP invoice has more distribution lines than you need, you can combine them into one summarized line before posting the invoice.

1. Open the AP invoice from the project’s Accounts payable dashboard

2. In Line items, review the scanned distribution lines and confirm that you want to combine them

3. Select Merge all lines

4. Review the confirmation preview and confirm the action

5. Review the resulting distribution line, including the amount and accounting fields

6. Assign or update the appropriate account, location, episode, set, department, or other available cost-code fields

7. Save the invoice when the details are correct

Because merging combines the scanned lines into one line, review the result carefully before saving. If you need help correcting the invoice after merging, you’ll need to re-upload the invoice PDF and enter the invoice again. Merge all lines is available before an invoice is posted. The merge window does not include account-coding options, so review or update the account coding after the merge.

Use Merge all lines when you no longer need the individual distribution-line detail for coding or review. Before confirming, make sure that combining the lines will not remove information your team needs for reporting, approvals, audit support, or cost allocation.

Automatically summarize future OCR invoices for a vendor

If Auto-summarize lines is enabled for a vendor, invoices you process through OCR after the setting is enabled can have their distribution lines summarized automatically. You can set this during the merge flow by selecting Set as default for [Vendor], or manage it from the vendor profile using Auto-collapse scanned lines into a single distribution line.

The vendor setting applies to future OCR invoices. It does not change invoices that are already in Wrapbook. Review the invoice document and resulting distribution line before saving or posting, including the vendor, invoice details, total, and accounting codes. If line-level detail is needed, review or adjust the distribution lines before saving.

Note: Review each automatically summarized invoice before saving or posting. Do not rely on the vendor setting when line-level coding is required.

When to use split instead

Use Split when one distribution line needs to be divided across multiple accounts, locations, episodes, sets, departments, or other cost-code values. Use Merge or Merge all lines when multiple lines should be represented as one summarized distribution line.

Always review the final distribution lines before saving or posting. Merge all lines is available before an invoice is posted. For changes to a posted invoice, use the applicable editing or distribution-change workflow instead of Merge all lines.

How to see the audit trail of updates made to the invoice

The Activity feed on an invoice page shows a full history of changes and allows you to leave comments for your team.

• Click the toggle to expand the Activity feed to see the audit trail of changes to the invoice, and leave comments that explain changes as needed  

• If you leave a comment, be sure to click the Send button to post it to the Activity feed

How to mark an invoice as urgent

Marking an invoice as urgent flags it for prioritization on the Accounts payable dashboard.

1. In the left-side navigation, click the dropdown menu

2. In the dropdown menu, select the name of the project that you want to see AP invoices for

3. In the left-side navigation Accounting menu, click Accounts payable

4. On the Accounts payable dashboard, click the TRX # to open the invoice page

5. On the invoice page, click the More button, then select Mark as urgent

To unmark a transaction as urgent:

1. Open the invoice from the Accounts payable dashboard

2. Click the More button, then select Unmark as urgent