Editing Purchase Invoices

This guide covers editing a purchase invoice, copying a purchase invoice, and editing a credit note. The instructions include steps for necessary changes or processing of the invoice.

CONTENTS

• Editing a purchase invoice
• Editing an approved purchase invoice
• Copying a purchase invoice
• Editing a credit note

Editing a purchase invoice

The view shows the purchase invoice details when you open the invoice from the invoice number. At the top of the invoice, any notes on the invoice are visible (e.g. the vendor was created based on the invoice, a purchase order is found for the purchase invoice, an invoice with the same number already exists in the system, etc.). Below this are the invoice header details (vendor, invoice number, invoice date, posting date, amount, our reference, your reference, payment term, due date, reference number or message, bank account, additional invoice information, and predicted payment date).

You can open the view or perform an action by selecting Purchases > Purchase Invoices > Open Purchase Invoices or Purchases > Purchase Invoices > Purchase Invoice List > select the invoice from the invoice number.

• In the invoice view, click the Edit button when you want to edit the purchase invoice.

Invoice header details can be edited if the following conditions are met:

• The invoice does not have a voucher in a locked VAT period or a locked fiscal year.
• The invoice has not been approved. With Accountant rights, you can edit an approved invoice that does not have a voucher.
• Additionally, if the invoice is not approved, it can be edited with the following user rights:
  • A user who can approve the invoice.
  • A user who can primarily review the invoice.
  • A user with the right to set the circulation.
  • A user who created the invoice (practically applies to manually created invoices). With Accountant rights, you can edit manual invoices created by others.

Editing an approved purchase invoice

An approved invoice that has a voucher does not allow editing the payment term or due date. The invoice must be returned to unprocessed or reviewed status so that the payment term or due date can be changed.

Proceed as follows when you want to edit an approved purchase invoice:

1. Open the purchase invoice by selecting Purchases > Purchase Invoices > Open Purchase Invoices or Purchases > Purchase Invoices > Purchase Invoice List > select the invoice from the invoice number.
2. Open the "Purchase Invoice Actions" menu.
3. Select Return to unprocessed or Return to reviewed if you want to edit an invoice that has a voucher and is approved.
4. Edit the invoice as needed. If you have Accountant (KP) rights, you can also edit the invoice after approval (note that you cannot edit the payment term or due date after approval).

Proceed as follows when you want to delete an approved purchase invoice:

1. Return the invoice to unprocessed via the "Purchase Invoice Actions" menu.
2. Open the "Purchase Invoice Actions" menu again.
3. Select Delete invoice when the option is visible after the return.

Copying a purchase invoice

Copying a purchase invoice is possible under certain conditions. A purchase invoice can be copied if the invoice was created manually. An Accountant can copy a purchase invoice that came from the scanning service. An invoice received through e-invoicing cannot be copied.

1. Open the purchase invoice by selecting Purchases > Purchase Invoices > Open Purchase Invoices or Purchases > Purchase Invoices > Purchase Invoice List > select the invoice from the invoice number.
2. Open the "Purchase Invoice Actions" menu.
3. Select Copy purchase invoice when the invoice was created manually or when you have Accountant rights to copy a purchase invoice that came from the scanning service.

Editing a credit note

Editing a credit note is based on entering a negative amount so that the purchase invoice amount becomes negative.

1. Open the credit note in the invoice view.
2. Enter a negative amount on the header row.
3. Enter a negative quantity on the posting rows.
4. Check that the purchase invoice amount is shown as negative.

Frequently asked questions

Question: How do I open a purchase invoice for editing?

Answer: Open the purchase invoice by selecting Purchases > Purchase Invoices > Open Purchase Invoices or Purchases > Purchase Invoices > Purchase Invoice List and select the invoice from the invoice number, then click the Edit button.

Question: When can I edit the purchase invoice header details?

Answer: You can edit the header details when the invoice does not have a voucher in a locked VAT period or a locked fiscal year and the invoice has not been approved, or when you have Accountant rights for an approved invoice that does not have a voucher.

Question: How do I edit an approved purchase invoice?

Answer: Return the invoice to unprocessed or reviewed status via the "Purchase Invoice Actions" menu and then edit the invoice. You cannot edit the payment term or due date if the invoice has a voucher and is approved.

Question: How do I delete an approved purchase invoice?

Answer: First return the invoice to unprocessed via the "Purchase Invoice Actions" menu. After this, the "Purchase Invoice Actions" menu will show the option Delete invoice, which you can select.

Question: When can a purchase invoice be copied?

Answer: You can copy a purchase invoice when the invoice was created manually. An Accountant can also copy a purchase invoice that came from the scanning service. An invoice received through e-invoicing cannot be copied.

Question: How do I make a credit note negative?

Answer: Enter a negative amount on the header row of the credit note and a negative quantity on the posting rows so that the purchase invoice amount becomes negative.

Keywords

editing a purchase invoice, editing an approved purchase invoice, copying a purchase invoice, editing a credit note, purchase invoice actions, accountant rights, unprocessed invoice, reviewed invoice, approved invoice, scanning service, e-invoice, negative purchase invoice

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