Edit a purchase invoice

This explains how to change the details on a purchase invoice such as due date, notes, and add or remove items.

  • You can only edit an invoice if it's not been paid or included on VAT return.

  • If you only want to change the ledger account or analysis codes, use the Corrections option (select Adjustments then Corrections).

How this works

You can only edit an invoice if it's not been paid or included on VAT return.

  • Paid invoices. Remove the link between the payment and the invoice first.

    Once you have made the required changes, use the payment to pay another invoice or match it back to the same invoice.

  • For credited invoices. remove the link between the invoice and the credit note. This is also known as unallocating.

    Once you have made the required changes, use the credit note to pay another invoice or match it back to the same invoice.

  • Included on a VAT return

    If you've only created the VAT return and not yet submitted to to HMRC, then all you need to do is delete the draft VAT return first.

    1. From Reports, choose VAT Returns.

    2. Select the Delete icon next to the draft VAT return.

    Once the invoice has been included on a VAT return and submitted to the Revenue, it cannot be edited. If you've made a mistake, you'll need to reverse the invoice with a credit note to cancel out the value, then create a new invoice.

    On the cash scheme, it is the payment an not the invoice that is included on the VAT return.

    Simply remove the payment from the invoice and edit as necessary.

Edit a purchase invoice

  1. From Purchases, select Purchase Invoices.
  2. Open the invoice you want to change.
  3. Select Edit from the panel to the right hand side.
  4. Amend the relevant details and Save.

Remove a payment from an invoice

To delete a paid invoice, remove the link between the payment and the invoice.

The invoice then shows as Unpaid and you can make the required changes.

  1. From Banking, select the bank account the payment was paid into.
  2. From the Activity tab, open the payment used to pay the invoice.

  3. From the bottom of the Supplier Payment window, clear the checkbox for the relevant invoice and Save.

    If the payment covers multiple invoices and you un-allocate one of them, the remaining invoices are not affected.

  4. Choose Yes to save the payment as a payment on accountA payment recorded for customer or supplier but not yet matched or allocated to an invoice. This allows you to use the payment to pay another invoice or match it back to the same invoice after you edit it.

    If you use the cash basis scheme, choose the appropriate VAT rate.

Unallocate a credit note

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 is allocated to more than 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.

    If you allocated multiple transactions at the same time, and you only want to un-allocate one invoice and credit note, the remaining transactions are unaffected.

  2. If the credit note is allocated to multiple invoices, and you just want to unallocate one invoice:
  3. Select Save.

Reverse an invoice included on a VAT return

Once an invoice has been included on a VAT return you can't edit or delete it. You'll need to reverse the invoice by creating a credit note.

  1. Create a credit note from the invoice. We automatically create an identical credit note and use the credit note to pay the invoice.
  2. Create a new invoice with the correct details if required.

Credit an invoice

  1. From Purchases, select Purchase Invoices.

  2. Open the relevant invoice, then select Add credit note.

    The credit note will have the same details as the original invoice. As you’re reversing the invoice, you shouldn’t change these details.

  3. If required, enter a reference. For example, Invoice reversal.
  4. Enter any notes, and Save.

We automatically link the credit note to the invoice and show both as paid.

The next time you run a VAT Return, the credit note is included and your VAT liability is adjusted accordingly.

If required, create a new invoice with the correct details.