Can I amend a prepayment journal in iplicit?

Prepayment journals in iplicit's Purchase Ledger cannot be amended directly once created. Whether you can make changes depends on whether prepayment journals have already been released. This article explains each scenario and the correct approach for amending prepayment schedules on purchase invoices.

When no prepayment journals have been released

If no prepayment journals have been released from your purchase invoice, you can unpost the invoice directly, make the required changes to the prepayment schedule, and resubmit.

Before unposting, unallocate any payments applied to the invoice:

1. Navigate to Purchases > Purchase Invoices and locate the invoice
2. Select the three-dot (...) menu and choose 'Reallocate'
3. In the pop-up, remove any payment allocations against the invoice
4. Save the changes.

Then unpost the invoice:

1. Select the three-dot menu and choose 'Corrections'
2. In the pop-up, select 'Unpost' to return the invoice to draft status
3. Edit the prepayment schedule or invoice contents as needed
4. Resubmit the invoice and rerun the prepayment automation.

When prepayment journals have already been released

Once prepayment journals have been released, you cannot amend the invoice or its prepayment schedule directly. You must reverse the invoice, copy it, and recreate with the required changes.

Before reversing, unallocate any payments applied to the invoice:

1. Navigate to Purchases > Purchase Invoices and open the invoice
2. Select the three-dot menu (...) and choose 'Reallocate'
3. In the pop-up, remove any payment allocations against the invoice
4. Save the changes.

Then complete the reversal and recreation:

1. Select 'Reverse' on the purchase invoice — this reverses the invoice and all associated prepayment journals
2. Select 'Copy' to create a duplicate of the original invoice
3. Edit the copied invoice with the required changes to the prepayment schedule or contents
4. Submit the new invoice and run the prepayment automation.

This ensures all prepayment journals are regenerated correctly and remain properly linked to the updated invoice.

Can I correct a posting attribute instead?

You can make a posting attribute correction (such as cost centre or department) on a purchase invoice even after prepayment journals have been released. However, the correction only applies to future journals yet to be released - any journals already released retain the original attribute values.

If you need the attribute correction to apply to all prepayment journals, including those already released, you must complete the full reversal process described above and recreate the invoice with the correct attributes.