When the buttons are available
| Document | Edit stops when | Delete stops when | Other ways to correct |
|---|---|---|---|
| Purchase requisition | It is expired, approved (where approval is on), or its year is locked. A quotation or order made from it does not stop it | It is expired, it carries an approval, or its year is locked | A new requisition |
| Purchase quotation | An order uses it, it is approved, or its year is locked | An order uses it, or its year is locked. Not offered when your company has IRD on | A new quotation |
| Purchase order | A goods received note or invoice uses it, it is cancelled, approved, or its year is locked | The same as Edit | Order cancel, a Purchase order cancellation (Cancel part of a purchase order) |
| Purchase order cancellation | It is approved, or its year is locked | Its year is locked. Not offered when your company has IRD on | Delete it to give the quantity back |
| Goods received note | An invoice uses it, it is approved, or its year is locked | An invoice uses it, or its year is locked | Delete it, or a purchase return |
| Purchase invoice | A purchase return exists, it is approved, or its year is locked | A purchase return exists, or its year is locked | A return, an add-on voucher (Add a cost to a purchase with an add-on voucher) |
| Fixed-asset purchase | As the purchase invoice; with IRD on Edit is not offered | As the purchase invoice; with IRD on not offered | A return of the asset |
| Purchase return | It is approved, or its year is locked. Not offered when your company has IRD on | Only your role's permission | A new return |
| Purchase add-on voucher | It is approved, or its year is locked | Its year is locked | Delete it and enter it again |
"Approved" stops Edit only while your company has approval switched on for that kind (Approvals for purchases and vouchers). A document dated in a closed year is locked only once the closing is locked (Lock a closed year).
What editing and deleting do
- Edit takes the document's old effect out of the ledgers and stock, and writes the new one, in one step. An invoice's supplier balance, stock quantity and stock value follow the edited figures. Payments already made against the invoice stay and still name it, so its Due amount moves with the new total.
- Delete takes the effect out for good and cannot be undone: the supplier owes less, the purchase ledger falls and the goods leave stock. The box asks you to type 1 to confirm ("Enter 1 to proceed."). The document's number is used up: the next document takes the next number.
- A saved purchase is not cancelled and kept on record the way a sales invoice is. Correct it by editing, returning or deleting it.
Common questions
The Edit and Delete buttons are grey.
A return exists, an invoice or later document uses it, it is approved (for Edit), or its year is closed and locked. See the table above.
The supplier sent a corrected bill after I entered the invoice.
Edit the invoice if no return exists. If a return exists, make a new invoice for the difference or a debit note (Issue a debit note).
I deleted a payment and the invoice shows unpaid again.
The invoice's Due amount counts the payments that name it, so deleting the payment brings the amount back.
Can I edit an invoice from last year?
Only while that year is not locked. Its date must still be on or after the start of the active fiscal year to save.