Correcting Job Cost using the Accounts Payable Module

September 25, 2025 17:09

How do you correct Job Cost using the Accounts Payable Module?
If you need to correct Job Cost on inventory via the Accounts Payable module, you can create a “mock” A/P invoice, making sure to edit & approve the Cost lines in the A/P Review P.O. History screen with the correct cost. Please note: no amount will be entered or paid on the mock invoice, but the process will correct the Job Cost in any affected orders. This might apply when an initial A/P invoice was entered & paid with incorrect cost(s) on the system PO, thus skewing the Job Cost.
Follow the steps below:

Navigate to Accounts Payable > Open Item Maintenance.
Enter the Vendor ID for the inventory that needs to be corrected.
Select Manually Enter Invoice.
Select I for Invoice Type.
At the Invoice Number field, enter an invoice number using a nearly identical number as the original, but make it slightly different (for example: add an asterisk or a letter/number to the end.) In this example, the original invoice was SHAW123, so use SHAW123* or SHAW123A as the mock invoice number.
At the Invoice Date, enter a date for the mock invoice. Note: the date used may vary depending on if Date Driven is active and/or if past periods are closed.

It’s important to complete the Review P.O. process.

If you know the Branch & P.O. Number, type it in and click Review P.O. Alternatively, if you need to look it up, click Select P.O. for a lookup screen.
At the Cost / Freight prompt, hit Continue.
In the A/P Review P.O. History Screen, select the affected line(s), typing in the correct cost at the Extended Cost field. If multiple lines exist, select one line at a time.

Once you have input the correct Extended Cost, hit the Tab or Enter key, and the line will show as approved.

Verify that the Approved (App) column now shows a Y, indicating the new cost is approved, then click Exit.
In the A/P Open Item Final Entry screen, finish entering the mock Invoice, making sure the Current, Beginning, and Merchandise Balance fields are all .00.
You may see a "Writing Audit Record" message alerting you that the Current Balance of the invoice is .00, which is the intention. Click OK here.

If necessary, retype .00 in the Merchandise Balance field if an amount populates.
Continue to tab through the remaining fields; you can add a REF comment that pertains to the correction made.
Click Accept to finalize the process.
At the prompt "Add Charges To A Job?", answer No. Also, you do not need to select the item for payment, as you won't be issuing a check.

Please note: You may see a Review Job Cost Journal alert as displayed below. You can click OK at this prompt. This alert indicates that the cost was changed on lines invoiced to the customer and that required Journal Entries, Sales Analysis, and Commission corrections have been made automatically.

The system will consider the Invoice paid based on the zero balance.
The steps in total will fix the Job Cost on any orders where the cost was reflected incorrectly.