To edit or void a purchase invoice

If you enter a purchase invoice with incorrect details or in error, you can’t delete the invoice, however, you can amend it or mark it as void. Voiding an invoice removes its values from Accounting but it remains in your accounts so the invoice numbers are sequential and you can view it if required.

If the invoice has a draft status, you can delete it as its values don’t appear on your ledgers.

How you edit or void the invoice depends on whether it has been paid by a payment or a credit note and, if you use the invoice basis VAT Scheme, and whether it’s been included in a VAT Return.

In order to void or edit saved invoices, you need full access to the Purchases option. If you have restricted access, you can only edit or delete draft invoices.

Edit or void an unpaid non-VAT reconciled invoice

To edit the invoice

  • 1. Go to Purchases, then click Purchase Invoices.
  • 2. Select the relevant invoice, then click Edit.
  • 3. Amend the invoice as required, then click Save.

You’ve successfully amended the invoice and the new values appear in your accounts.

To void the invoice

  • 1. Go to Purchases, then click Purchase Invoices.
  • 2. Select the checkbox next to the invoice you want to void.
  • 3. Click the delete button , then click Yes.

The status of the invoice now shows as Void and the values no longer appear in your accounts.

Edit or void an invoice paid with a supplier payment

Before you can edit or void the invoice, you first need to delete or unallocate the payment.

If the payment was entered in error, you can delete it and the values are removed from your accounts. If the payment entered was correct, but you need to void or edit the invoice it was allocated to, you can unallocate the invoice and payment. The payment then becomes a payment on account which you can allocate to another invoice if necessary.

If a payment is bank reconciled, or you use the cash basis VAT scheme and the payment is included in a VAT Return, you can’t delete it. Instead, you should follow the steps below to unallocate the payment. Once you’ve unallocated it, to correct the values in your accounts, you can post a supplier refund with the same details as the original payment. If the payment was VAT reconciled, the next time you run a VAT Return the refund is included and your VAT liability is adjusted accordingly.

To delete a supplier payment

  • 1. Go to Banking and click the bank account the payment was paid into.
  • 2. Scroll down the page to review the Activity tab.
  • 3. Select the checkbox next to the required payment, then click the delete button and click Yes.

You’ve now successfully deleted the payment.

If the invoice hasn’t yet been included on a VAT Return, please refer to the section – Edit or void an unpaid non-VAT reconciled invoice. If the payment has been included on a VAT Return, please refer to the following section Reverse an unpaid VAT reconciled invoice.

To unallocate a supplier payment

  • 1. Go to Banking, then click the bank account the payment was paid into.
  • 2. Scroll down the page to review the Activity tab. Then click the required payment.
  • 3. From the bottom of the Supplier Payment window, clear the checkbox for the relevant invoice and click Save.

If the payment covers multiple invoices and you unallocate one of them, the remaining invoices are unaffected.

  • 4. You’re prompted to save the unallocated amount as a payment on account. Click Yes.

If you use the cash basis VAT scheme, you’re prompted to choose the VAT rate for the payment on account. Choose the appropriate rate and click Yes.

You’ve successfully unallocated the payment and the invoice. The payment on account is now available to allocate to another invoice, or the same one again, once any amends have been made.

If the payment was bank or VAT reconciled and was entered in error, to correct the values in your accounts, post a supplier refund from Banking selecting the relevant account then selecting New Entry and Sales/Receipt drom the drop-down list. Select the Supplier Refund tab.

If the invoice hasn’t yet been included on a VAT Return, please refer to To edit or void an unpaid non-VAT reconciled invoice. If it has been included on a VAT Return, please refer to the section To reverse a VAT reconciled invoice.

To edit or void an invoice paid with a credit note

When you allocate a credit note to an invoice or create a credit note from within an invoice, a supplier allocation transaction is created. Before you can edit or void an invoice that’s been paid using a credit note, you must remove this allocation.

If the credit note has also been VAT reconciled and was for the same value as the invoice, and you need to amend the details of the original invoice, simply create a new invoice with the correct details. If the credit note was VAT reconciled and only covered part of the invoice, create another credit note for the remainder of the invoice. If required, you can then enter a new invoice with the correct details.

  • 1. Go to Contacts, then click the required contact.
  • 2. Scroll down the page to review the Activity tab. Then click the relevant supplier allocation transaction.

The date of the transaction is the date you allocated the invoice and credit note.

  • 3. Clear the check boxes for the invoice and the credit note you want to unallocate.

If you allocated multiple transactions at the same time, and you only want to unallocate one invoice and credit note, the remaining transactions are unaffected. If the credit note covered multiple invoices, click the credit note, amend the amount to pay and Save. For example, if the invoice was for £50 and the credit note was £100, the amount to pay should be -£50.

  • 4. Click Save.

You’ve successfully unallocated the purchase invoice and credit note which are now outstanding. If the invoice hasn’t been included on the VAT Return, please refer to To edit or void an unpaid non-VAT reconciled invoice. If it has been included on a VAT Return, please refer to the following section To reverse an unpaid VAT reconciled invoice.

To reverse an unpaid VAT reconciled invoice

You can’t edit or void an invoice once it’s been included in a VAT Return, instead, you need to reverse the effect of the invoice by posting a credit note with the same details.

  • 1. Go to Purchases, then click Purchase Invoices.
  • 2. Click on the relevant invoice, then click Add credit note.

The credit note shows 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, then click Save.

You’ve successfully reversed the invoice. The next time you run a VAT Return, the credit note is included and your VAT liability is adjusted accordingly. If required, you can now enter a new invoice with the correct details.

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