Reversing an AP invoice in PAS is permission based
To reverse an AP invoice, your account must have one of the following roles enabled:
Role: Company Admin, Accountant
Custom role with: AP invoices - Full access, Create and manage
You can only reverse Posted accounts payable (AP) invoices that haven’t been previously reversed - Unposted invoices can edited or deleted.
When reversing an AP invoice you have two options:
Reverse - Creates a posted reversing transaction that cancels out the original AP invoice. The reversed invoice gets the same invoice number with _R appended
Reverse and reissue - Creates a posted reversal transaction and creates an unposted duplicate of the original transaction that you can modify
For both options:
If the AP invoice has associated Purchase Orders (POs), you'll be asked whether you want to reopen those PO lines or leave them closed
The timing of the reversal depends on the original transaction period - if it was in a closed period, the reversal goes to the current period; if in the current period, it uses the original dates; if in a future period, it stays in that future period
To reverse an AP invoice:
In the left-side navigation, click the dropdown menu
In the dropdown menu, select the name of the project that you want to reverse an AP invoice for
In the left-side navigation Accounting menu, click AP invoices
On the AP invoices dashboard, click the three dots next to any Trans. # that has a status of Posted, and select either Reverse or Reverse and reissue
In the PO lines popup, click to select either Reopen PO lines, or Close PO lines
Reopen PO lines - This will duplicate the purchase order (PO) lines and set their status to open
Close PO lines - The PO lines won’t be attached and their status will be set to closed
Select a project, click AP invoices, and then click the three dots next to a Trans. # to select your reversal option
Click to select an option