Purchase invoices
Edit a purchase invoice
Correct a saved purchase invoice. The system saves the corrected invoice under a new number and fully reverses the old one, so stock, costs and the supplier's balance stay right.
3 min readLast updated
In this article
You can correct a purchase invoice after saving it, for example a wrong price or quantity. The edit does not change the old invoice in place. It saves a new invoice with your corrections and reverses the old one completely. The invoice number therefore changes.
Before you start
You need the permission to modify purchase invoices. It is separate from creating and viewing them.
The goods on the invoice are still in the warehouse. If some were sold or transferred, the old invoice cannot be reversed.
No return to the supplier and no payment is recorded against the invoice.
Steps
Open Purchasing › Purchase Invoices › Purchasing Invoice and choose a date range to load the list.
In the invoice's Actions menu, select Edit. You can also select Edit at the top of the invoice document.
The Edit purchase invoice form opens with the supplier, payment terms, warehouse, date and lines of the invoice.
Make your corrections: header fields, prices, quantities, taxes, discounts or lines.
Select Save changes.
Purchase invoice updated confirms the save.
What the system does
In one step, which either completes fully or changes nothing:
It saves the corrected invoice as a new invoice with a new number: stock is received, average costs are recalculated and the books and supplier account are posted.
It reverses the old invoice: its stock leaves the warehouse, its entries are reversed and the supplier's balance is corrected.
It marks the old invoice as deleted and links the new invoice to it, so the history stays traceable.
When the edit is refused
This invoice has supplier returns and cannot be edited or deleted.
This invoice has payments allocated and cannot be edited or deleted.
A not-enough-quantity message naming an item: the goods have left the warehouse, so the old invoice cannot be taken back out of stock. Bring the stock back first, or record the difference another way.
The fiscal year for this transaction date is closed.
Purchase invoice is already deleted.: the invoice was already edited or deleted. Look for its replacement.
Common questions
Why did my invoice number change? Because an edit creates a new invoice. Use the new number from now on.
Does an edit change the item's cost? Yes. The average cost is recalculated as if the corrected invoice had been the original one.