Unable to Edit Invoice Fields

Audience: Accounting Manager

Summary: Reviews why some invoice fields may not be editable.

Posted Invoices

1. The invoice is fully or partially paid. If you need to modify the invoice, you have two options:
   1. If possible, modify the invoice in your accounting system: this change will then sync to MineralTree.
   2. Void any payments tied to the invoice. You'll then be able modify the bill in MineralTree. When you're done, you can re-enter the payments in your accounting system or as manual payments in MT to ensure the payment status is reset to how it had been. This method can be messy, so it's not generally recommended.
2. The invoice is in the selected payments queue. Locate the invoice in the selected payments queue and remove it from the queue. The invoice will then be editable again.
3. If you are using Microsoft Dynamics Great Plains then you cannot modify an invoice in MineralTree after it is posted. This is restricted to mirror the functionality in GP.

Draft Invoices

If you are working with a Draft invoice, and the usual fields (AP Account, Department, Class, Location) are grayed out, this is because Invoice Capture was unable to find this Vendor's Profile in MineralTree. This can happen for two reasons:

The Vendor is not in your Accounting system. The only vendors that receive profiles in MineralTree are the vendors that exist in your ERP. If it doesn't have a profile, it will not be able to populate fields from a Vendor Profile.

The Vendor is a New Vendor.The first time an invoice captures for a new vendor, it will capture it character for character from the invoice document. If that differs from what is in your ERP, then it will not link. (e.g. if your ERP says "Mister Vendor" and your invoice says "Mr. Vendor" the vendor name will not link to a Vendor Profile to pull the Invoice Preferences. Once you link it manually, the system is smart enough to do this the next time and pull from the correct Vendor Profile moving forward. 

This is the type of error you will see in either of these above scenarios:

When you check the Invoices tab, the vendors should be hyperlinked to the vendor details page. If it's just plain text, this confirms that the vendor didn't link to an existing profile. 

To connect to an existing Vendor Profile:

1. Edit the invoice.
2. Click into the vendor field and delete the vendor name.
3. Enter the first few letters of the name in the same field.
4. The system will prompt you with the correct name.
5. Once you select this, all the usual fields will populate and become editable.