Delete a purchase invoice

This explains how to delete a purchase invoice. The method used depends on whether it's been paid or included on a VAT return.

If the invoice has been

  • Paid - unallocate the payment first to remove the payment from the invoice.
  • Paid with a credit note- unallocate the credit note first to remove the link to the credit note.

  • Included on a VAT return - you cannot delete the invoice. Reverse the invoice value with a credit note instead.

Delete a purchase invoice

Once the invoice is unallocated and shows a Unpaid, you can delete it.

  1. From Purchases, select Purchase Invoices.
  2. Select the check box next to the relevant invoice.
  3. Choose Delete, from the toolbar.

The invoice will no longer appear in your accounts.

Unallocate the payment from the invoice

  1. from Banking, open the relevant bank account.
  2. Select the relevant supplier payment.
  3. Clear the check box of the invoice, then click Save.

If you use the cash basis VAT scheme, choose the VAT rate for the payment on account and click Yes.

Find out how to delete the payment on account.

Unallocate the credit note from the invoice

When you create a credit note and allocate it to an invoice, we create an allocation transaction. This transaction holds the details of linked credit notes and invoices.

Before you can edit or delete an invoice that’s been paid using a credit note, you must edit the allocation transaction.

  1. From Contacts, then select the required supplier.

  2. From the Activity tab, open the relevant supplier allocation transaction.

    The allocation transaction date is the date you allocated the invoice and credit note.

  1. If the credit note is allocated to a single invoice, clear the checkboxes for both the invoice and the credit note.

    If the credit note is allocated to multiple invoices, and you just want to unallocate one invoice:

    • Clear the checkbox for the invoice being unallocated.

    • Amend the amount outstanding on the credit note. Select and adjust the Amount to Pay to match the total of the remaining allocated invoices. For example, a credit note with a total value of 180 is allocated to 2 invoices, one for 60 and one for 120. The £60 invoice has been unallocated, so adjust the Amount to Pay to -120.00.

Reverse an invoice included on a VAT return

You can’t delete an invoice once it’s been included on a submitted VAT Return. Instead, reverse the value invoice by entering a credit note with the same details.

  1. From Purchases, select Purchase Invoices.
  2. Select the row for the relevant invoice.
  3. Select Add credit note.
  4. Enter any notes, and Save.

Once saved

  • We reduce the balance on your supplier account, cancelling out the value of the invoice.

  • We show the invoice as Paid.

  • We show the credit note as Paid.

  • We include the credit note on your next VAT return, cancelling out the purchase invoice.