This guide covers editing an approved purchase invoice, copying a purchase invoice, and editing a credit invoice. 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 invoice
Editing a purchase invoice
You can open the purchase invoice by clicking on the invoice number either through Purchases > Purchase Invoices > Open Purchase Invoices or Purchases > Purchase Invoices > Purchase Invoice List. Editing is possible via the edit button in the invoice view. At the top of the invoice, any notes on the invoice are visible (e.g., the supplier was established 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 (supplier, invoice number, invoice date, posting date, amount, our reference, your reference, payment terms, due date, reference number or message, bank account, additional invoice information, and predicted payment date).
Invoice header details can be edited if:
- The invoice does not have a voucher in a locked VAT period or a locked fiscal year
- The invoice has not been approved (an accountant has the right to edit an approved invoice that does not have a voucher).
- Additionally, if the invoice is not approved, it can be edited by:
- 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). An accountant can edit manual invoices created by others.
Editing an approved purchase invoice
If the invoice is already approved and contains a voucher, the payment terms or due date can no longer be edited; the invoice must be returned to unprocessed or reviewed status.
If you want to edit an approved invoice, it must be returned to unprocessed or reviewed status through the "Purchase Invoice Actions" menu. If you have Accountant (KP) rights, you can edit the invoice even after approval (except you cannot edit the payment terms or due date). If you want to delete an approved invoice, it must be returned to unprocessed, and then the "Purchase Invoice Actions" menu will have the option "Delete Invoice".
Copying a purchase invoice
A purchase invoice can be copied through the "Purchase Invoice Actions" menu under "Copy Purchase Invoice". 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.
Editing a credit invoice
The amount on the credit invoice must be marked as negative both in the header line and in the quantity on the account lines. This way, the purchase invoice amount becomes negative.
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