How to Adjust an AP Invoice in Sage 100

Navigate to Invoice Data Entry

Open the Tasks pane in Sage 100, then expand the Modules tab. Click Accounts Payable, open the Main folder, and select Invoice Data Entry.

Select the vendor

In the A/P Invoice Data Entry window, click the lookup button next to the Vendor No. field to open the vendor list.

In the Vendor List window, locate and select vendor number 02-AVID for AVID Label, then click Select.

Enter the invoice number and start the adjustment

Enter the invoice number you want to adjust in the Invoice No. field and press Enter. When the Adjust Invoice on File window appears with a warning that the invoice is already on file, click the Adjust button in the bottom left.

Enter the adjustment amount

On the Header tab, select the Adjustment Amount field and enter the amount of the adjustment. In this example, the invoice is increased by $27.20.

Enter the line details

Click the Lines tab and confirm that the vendor (AVID Label) has a General Ledger (GL) account assigned by default. If you need a different GL account, click the lookup button next to the GL Account field. Check that the Amount field retrieves the adjusted amount from the Header tab; if it does not, enter $27.20 manually.

Verify and accept the invoice adjustment

Carefully review all the information entered in the A/P Invoice Data Entry window. Confirm that the Vendor No. is 02-AVID for AVID Label, the GL Account is 760-00-04, and the Amount is $27.20. Click Accept at the bottom right of the window to save the adjustment.

Update the Accounts Payable Invoice Register

Click the printer icon to proceed with updating Accounts Payable. When the Accounts Payable Invoice Register dialog appears, review the Current General Ledger Period (05, ending 5/31/2020) and the Accounts Payable Posting Date (5/31/2020). Choose whether to print or preview the register; in this example, click Preview.

Review the Accounts Payable Invoice Register report

Review the Accounts Payable Invoice Register report that appears. Verify that the word ADJUST appears under the vendor number, confirming the adjustment, and that the adjusted amount of $27.20 is displayed for the invoice. Check that the Division and Report Totals reflect the adjustment.

Review the Recap by Division report

In the same report window, review the Recap by Division section. Confirm that the debits and credits shown for the adjustment match the adjustment amount.

Finalize the update

When prompted to update the Invoice Register, click Yes. Wait for the Update in Progress bar to complete, which confirms that the adjustment has been posted.

Verify the adjustment in Vendor Inquiry

Go to the Main folder in the navigation pane and select Vendor Inquiry. In the Vendor List window, locate and select vendor number 02-AVID for AVID Label, then click Select.

In the Vendor Inquiry window, click the Invoices tab and locate the invoice you adjusted (Invoice No. 0001053190) at the top of the list. In the lower window, verify that the transaction type is Adjustment, the amount is $27.20, and the current balance is $1,375.00.