Edit a purchase invoice

You can edit an existing purchase invoice in Sage One, for example to change the amounts purchased or the supplier you’ve allocated it to. How you edit the invoice depends on whether it’s been paid and also on your VAT scheme.

If you use the standard VAT scheme and you’ve included the invoice on a VAT Return, you can’t edit it. Instead, you need to reverse the invoice using a credit note. For help with how to do this, please see the section To edit a VAT reconciled invoice.

To edit an unpaid invoice

  • 1. Expenses > Purchase Invoices > click the invoice you want to edit.
  • 2. Manage Invoice > Edit > amend the information as required.
  • 3. Click Save.

To edit a paid or part paid invoice

If you’ve recorded a payment against an invoice, you need to delete the payment before you edit the invoice. When you delete a payment, if it’s been bank reconciled, the next time you reconcile your bank account, this is no longer included in the Previous Balance value. If you need to amend the invoice to increase the value, you might want to consider recording a separate invoice for the difference.

If you use the VAT cash accounting scheme and the payment has been included in a VAT Return, you can’t delete it. For more information about how to deal with VAT reconciled payments, see our Edit or delete a purchase invoice payment article.

  • 1. Expenses > Purchase Invoices > click the invoice you want to edit.

The payment appears above the invoice details.

  • 2. Make a note of the payment details > click the delete button, > Yes > repeat this for any additional payments.
  • 3. Manage Invoice > Edit > amend the information as required.
  • 4. Save > click the invoice > Record Payment > enter the payment details again > Save.
  • 5. Enter any additional payments > click back on your browser menu bar.

To edit a VAT reconciled invoice

You can’t edit an invoice if it’s been included in a VAT Return. Instead, you need to reverse it using a credit note then enter a new invoice with the correct details.

  • 1. Expenses > Purchase Invoices > click the invoice you want to edit.

Before entering the credit note, you need to delete any payments against the invoice.

  • 2. Manage Invoice > Create Credit Note > check the details are the same as the original invoice.
  • 3. Notes > enter a reason for the credit note, for example, Amending VAT reconciled invoice > Save.
  • 4. Enter the invoice again with the correct details.

The outstanding amount for the original invoice is now 0.00 and the status for both this invoice and credit note is paid. The new invoice shows as unpaid. The next time you run a VAT Return, the credit note is included which cancels the original invoice and the new invoice is also included, so overall your VAT liability is correct.

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