If you have not yet created accounting entries for an invoice distribution, you can update most of the invoice distribution details, including Description, GL Date, Income Tax Type, Withholding Tax Group, and Income Tax Region. If you have not yet created accounting entries for the distribution and the distribution has an expense type account, you can also adjust the Track as Asset check box. For more information on changing a particular field, see the Invoice Adjustment Chart.

For Prepayment type distributions, the only fields you can adjust are Tax Code and Description. You cannot reverse or delete Prepayment distributions. However, you can unapply them.

You cannot adjust invoice distributions for a paid invoice if you disable the Allow Adjustments to Paid Invoices Payables option.

If you add or reverse distributions or if you change a distribution amount, you must submit Invoice Validation again before you can pay the invoice. Invoice Validation recalculates the invoice scheduled payments. Invoice Validation also reallocates any Tax, Freight, or Miscellaneous charges that are not already fully allocated, or that were allocated to reversed distributions. If the charge is not fully allocated, Invoice Validation removes any existing allocations and prorates the charge across all eligible distributions.

Many factors affect whether you can adjust invoice distributions. For a complete list of restrictions, see: Invoice and Invoice Batch Adjustment Restrictions. For a chart that shows each field and when you can adjust it, see: Invoice Distribution Adjustment Chart.

Purchase Order Matched Distributions

You can adjust the GL Date, Income Tax Type, and, under some circumstances, the Account fields of a purchase order matched invoice distribution. You can change the Account only if you have not yet accounted for the invoice and if you have enabled the Allow Matching Account Override Payables option.

If the invoice is purchase order matched, you cannot directly adjust fields that are defaulted by the matched purchase order, such as Amount. You can, however, discard the Purchase Order matched invoice line, which automatically reverses the distributions. Then, create new invoice distributions by rematching.

Updating Invoice Distributions

Prerequisite

• If the invoice is paid, enable the Allow Adjustments to Paid Invoice Payables option.

• The distribution type is not Prepayment. The only fields you can modify on Prepayment distributions are Tax Code and Description.

To update invoice distributions:

1. Find the invoice. See: Finding Invoices.

2. In the Invoices window, choose Distribute to navigate to the Distributions window. Make any of the following changes:

   • Add Distributions. If you want to add distributions, add them in the usual manner. See: Adding New Invoice Distributions.

   • Reverse Distributions. Select the distributions and choose Reverse. Payables automatically creates a reversing distribution for each distribution you select. See: Reversing Invoice Distributions.

   • Rematch to Purchase Orders. Reverse a purchase order matched distribution, see: Reversing Invoice Distributions, then match to a new purchase order shipment distribution or receipt see: Matching to Purchase Orders.

   • Adjust Account. If you have not yet accounted for the distribution and you do not use encumbrance accounting, adjust the Account. If the invoice is project-related, for other restrictions see: Adjusting Project Related Invoices.

     Note: If a distribution has been accounted and you want to make a change then you must reverse the distribution and create a new distribution.

   • Unapply prepayments. You can unapply Prepayment type distributions. Select the Actions button, choose Unapply prepayments, and choose OK. See: Unapplying Prepayments

   • Adjust GL Date. Payables uses the GL Date of the invoice distribution as the accounting date. See: Adjusting GL Dates.

   • Adjust Track as Asset. If you have Oracle Assets installed, the distribution is unaccounted, and the distribution has an expense type account, you can adjust the Track as Asset check box. If the Track as Asset check box is enabled for a distribution, and you have defined an asset category for the account, then Oracle Assets will import this invoice distribution when you submit Create Mass Additions. If you enter an asset type account, Payables automatically enables the Track as Asset check box and you cannot adjust it.

   • Adjust Final Match. If the distribution is purchase order matched and you have not submitted Invoice Validation for it, you can adjust the Final Match option. See: Final Matching Purchase Orders.

   • Adjust Income Tax Type/Region. You can adjust the invoice distribution description and the income tax type even if you have paid, partially paid, or accounted for an invoice. You can also update the income tax type for each distribution, regardless of whether the supplier is designated as federally reportable. Payables uses the income tax type when you submit your 1099 reports. If you are updating a distribution to be 1099 reportable, enter the Income Tax Region or optionally change the supplier default. If you need to make updates for many distributions, you can use the Update Income Tax Details Utility. See: Submitting the Update Income Tax Details Utility.

   • Adjust other fields. To see when you can adjust other fields, see: Invoice and Invoice Batch Adjustment Restrictions and Invoice Distribution Adjustment Chart.

   • Projects Information. If the invoice is fully or partially paid, you have taken a discount for it, and your Discount Distribution Method Payables option is anything other than System, then you cannot update the Project field in the Distributions window. See also: Adjusting Project-Related Invoices

3. Save your work.

4. If you changed the distribution amount, added distributions, reversed distributions, or changed the Tax Code value, you must submit Invoice Validation before you can pay the invoice. Invoice Validation will recalculate your scheduled payments.