Invoice Cancel (AP30.4)
Use Invoice Cancel (AP30.4) to cancel a released invoice. You might need to cancel a released invoice if the invoice number, type, date, amount, or currency is incorrect. Any invoice that has been reversed on MA75 is not displayed on AP30.4. You can re-enter canceled invoices on Invoice Entry (AP20) using the same invoice number, if needed. The invoice you are canceling cannot have any payments made against it.
If an invoice with rebate information on it is cancelled through Invoice Cancel (AP30.4), the cancelled invoice amount will reduce the rebate received on the rebate totals and the status on the original invoice will change to "Cancelled" for each of the rebates referenced in the distribution. However, the distributions will be deleted if the credit memo has not been posted. Otherwise, the distributions will be reversed.
If an invoice is not in balance, an out-of-balance indicator displays in the "OB" field. The type of indicator displayed is determined by the type of out-of-balance condition that exists.
"D" (Distributions) displays if the total invoice distribution amount does not equal the invoice amount.
"P" (Payments) displays if the total payment amount scheduled for the invoice does not equal the total invoice amount.
"T" (Tax) displays if the total invoice tax distribution amount does not equal the invoice tax amount.
An asterisk (*) displays if more than one out-of-balance condition exists.
If active comments exist for an invoice, an asterisk displays in the "C" field.
The Match Consol project removes any need for modifications for Retainage.
Troubleshooting
Use Distribution Adjustments (AP30.2) to correct distribution errors. Use Payment Schedule Adjustment (AP30.3) to correct an invoice payment schedule. To select an invoice for transfer to another form, select the "X" (Select) line action and transfer to another form.
If the invoice has been processed by Payment Closing (AP170), you must void the payment in and run Invoice Reinstatement (AP190) to reinstate the invoice before you can cancel it.
If the invoice has been processed by Invoice Distribution Closing (AP175), the application uses the cancel date you define to post reversing entries to the expense and liability accounts in the general ledger the next time you run AP175. The application creates reversing entries only if the invoice was posted before the cancellation. If the invoice was not posted, the application does not make entries to the general ledger.