Editing an Existing Invoice

To edit an invoice:

1. Find the correct invoice.

2. Enter or edit all the necessary information in the available data entry fields.

   • For information about fields on the Invoice screen, see Using the Invoice Screen.
   • To add, edit, or remove comments for individual invoice items, click COMMENTS on the Invoice screen. For more information, see Comments Screen.
   • To add, edit, or delete segments for air and rail items, click the Segments link on the Invoice screen. For more information, see Segments Screen.
3. After entering all the information on the invoice, click SAVE.

GlobalWare provides safeguards to prevent you from changing information that affects accounting. For example, if you have written a check to a provider for a payable and then attempt to change the provider on an Invoice, the following message appears: "Provider has been paid. Record may not be changed." You can cancel changes that would cause you to unapply the customer received amount.

Editing Multiple Invoices

You can make a change to an invoice item, and then automatically make that same change to a group of related invoice items. For example, if an invoice with multiple items interfaced with NOACCT, you might want to change the account ID, and would do so on all of the items. Or, several bookings at a hotel for one corporate account interfaced with a commission, and this hotel is non-commissionable for that corporate account, so you need to change the commission on all of them.

Two buttons are available for editing multiple invoices: REPLACE on the Invoice screen, and REPLACE COMMENTS on the Comments screen. The REPLACE button handles all fields on the Invoice screen. The REPLACE COMMENTS button handles all fields on the Comments screen.

Follow these steps:

1. Select the items for which you want to make the same edit.
2. On one of the items, make the change you want to apply to the group of items. Do not save the change.

3. Click REPLACE.

4. Select the All items for this invoice option to make the same change to all items associated with this invoice (same branch and invoice number), or select the All items in the browse window option to make the same change to all items listed in the Search Results grid on the Invoice Edit & Query screen.
5. Select the Select Items to Replace option to receive a confirmation prompt before changing each invoice item (this enables you to skip an item), or select the Replace All option to make the change to all items with no confirmation.

6. Click OK. The Replace Fields dialog box appears.

7. Select each field you want to change on the other items, or click SELECT ALL to select all listed fields, and then click OK.

The procedure for editing comment lines for multiple invoices is the same with these exceptions:

• Possible changes to comment lines include adding lines or editing them (line numbers or data). The list of changes on the Replace Fields dialog box will include one or more Add or update changes.

• If you edit a line and the line does not exist in another invoice in the group, it will be added to that invoice. If you add a line and the line exists on another invoice in the group, its Data field will be changed to the value of the line you added. Be careful when adding and editing lines that are relevant to some (but not all) invoices items.

To delete comment lines from multiple invoice items by using the DELETE COMMENTS button on the Comments screen, see Deleting Comment Lines from Multiple Invoice Items.

Notes:

• Do not save before clicking Replace. After saving the changes to one item, Replace is no longer available.
• Before selecting Replace, change only the fields that you want to change on the group of items. Then you can use SELECT ALL in the Replace Fields dialog box.
• Use Select Items to Replace if you want to make changes to items on different invoices, but you cannot select only those items. Then at the confirmation prompts, skip the items you do not want to change.
• You can use REPLACE for edits to the main invoice fields and REPLACE COMMENTS for edits to comment lines. REPLACE is not available for edits to segments or refund and exchange notices (RENs).
• If a warning appears (for example, commission has been received on a tracking item), respond to the message. The replace process will then continue. If an error appears (for example, provider has been paid), the replace process stops.