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 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.

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