Solution Properties
Solution ID:
260429102948353
Last Modified Date:
Thu Apr 30 12:51:23 UTC 2026
Taxonomy Path:
Case category//How do I...//corrections/adjustments
Author:
[email protected]
Reasons why you can't edit a purchase invoice
Description

You can't edit a purchase invoice if:

  • It has a full or partial payment allocated
  • It's on a VAT return and you use an invoice basis VAT scheme
  • Or both

You'll see a message explaining which scenario applies to you, follow the steps below to make changes.

Cause
Resolution

Choose the scenario applicable to you:

▼ You've made a payment against it

Unallocate the payment from the invoice

  1. Go to Purchases and open the relevant invoice.
  2. From the invoice, select the 1 payment hyperlink located under Amount Paid.
  3. Select the pencil in the refund column next to the supplier payment.

    NOTE:

    If you've used account allocation, there won't be a pencil. Select the Amount, then untick the invoice and payment from the allocation screen and Save. Now skip to step 5.

  4. Choose Unallocate and Save, the payment saves on the account.
  5. Select Edit on the invoice to make your changes.
  6. Select Save.

Re-allocate the payment to the invoice

  1. Go to Contacts, then Suppliers.
  2. Find the supplier and open their record.
  3. Select Manage, then Account Allocation.
  4. Tick the invoice and the payment.
  5. Make sure that the left to allocate is zero. 
  6. Select Save. 
▼ It's included on a VAT return

Check for Draft VAT Returns

When a draft VAT return includes the invoice, delete the draft to enable editing.

  1. Go to Reports, then VAT returns.
  2. Look for any VAT Returns with a Draft status.
    If there are no drafts, go to reverse an invoice included on a VAT return.
  3. Select Delete delete icon..
  4. Go back to the invoice and select Edit. 
  5. Follow the steps below if you still get an error. 

Reverse an invoice included on a VAT return

  1. Go to Purchases, then Purchase Invoices.
  2. Open the invoice you want to edit.
  3. Select Add credit note. 
  4. The credit note date and invoice date need to be the same.
  5. The system will automatically match the credit note to the invoice. 
  6. Select Save.

Creating the credit note reverses the invoice, and it will appear on the next VAT Return. You can now recreate the invoice with the correct detail.

▼ It's included on a VAT return and you've made a payment against it

Check for Draft VAT Returns

When a draft VAT return includes the invoice, delete the draft to enable editing.

  1. Go to Reports, then VAT returns.
  2. Look for any VAT Returns with a Draft status.
    If there are no drafts, go to unallocate the payment from the invoice.
  3. Select Delete delete icon..
  4. Go back to the invoice and select Edit. 
  5. Follow the steps below if you still get an error. 

Unallocate the payment from the invoice

  1. From the invoice, select the 1 payment hyperlink located under Amount Paid.
  2. Select the Green pencil next to the Supplier Payment.

    NOTE:

    If you've used account allocation, there won't be a green pencil. Select the Amount, then untick the invoice and payment from the allocation screen and Save. Now skip to step 4.

  3. Choose Unallocate and Save, the payment saves on the account.
  4. Select Edit on the invoice to make your changes.
  5. Select Save.

Reverse the invoice included on a VAT return

  1. Go to Purchases, then Purchase Invoices.
  2. Open the invoice you want to edit.
  3. Select Add credit note. 
  4. The credit note date and invoice date need to be the same.
  5. The system will automatically match the credit note to the invoice. 
  6. Select Save.

Create a new invoice with the correct details. After creating it, allocate the original payment using the steps below:

Re-allocate the payment to the invoice

  1. Go to Contacts, then Suppliers.
  2. Find the supplier and open their record.
  3. Select Manage, then Account Allocation.
  4. Tick the invoice and the payment.
  5. Make sure that the left to allocate is zero. 
  6. Select Save. 

 

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