Open topic with navigation

Editing an Invoice

Modules>Accounting>Invoice>Find or List Invoice>Invoice Profile

If a correction or addition needs to be made to information regarding the invoice (e.g., change a price, quantity, customer shipping information), you can edit the invoice from the Invoice Profile page.

To edit an Invoice, complete the following steps:

1. Navigate to the Invoice Profile.
2. Click the Edit button in the lower right corner.

   This will display the Edit--Invoice page.

3. In the Invoice Detail section of the Edit--Invoice page, you can edit or add the following information:
   • Customer and billing information - organization invoices only.

     In cases where the invoice belongs to an organization and appears on the organization profile, the billing contact name entered in this section displays on the Organization Profile, under the Invoice tab in the invoices (open batch) child form.

   • Invoice batch
   • Transaction date
   • PO number (purchase order number)
   • Invoice terms
   • Source code & media code
   • Tracking number and collection status
   • Group item information
   • Invoice group description
   • Opportunity
   • Close opportunity?
   • Notes

Note: When editing the Batch you can select a different batch from the drop-down list or add a new batch by clicking the Add icon to the right of the drop-down list.

4. In the Notes section of the Edit - Invoice page, you can edit or add external or internal notes:

   • external - This field is only used for customized reports and can include advisory notes, salutations, event notices, etc. The more common way to add a message to a baseline Invoice Report, since we no longer support Crystal reports, is to add the message template in the invoice messages child form on the Accounting Setup page.

   • internal - can include reference information for internal staff to view regarding the invoice.

5. Click the Save button.

Edit Detail

The edit detail icon gives the ability to edit the batch, price, quantity, and to void the invoice if necessary.

1. Navigate to the Invoice Profile.
2. Click the edit invoice icon.

   This will open the Edit - Invoice Detail pop-up window.

3. To edit the batch, expand the batch drop-down menu (to the left of the price field) and select the new batch. You may also add a new batch from this form by clicking the Add icon next to the batch drop-down menu.
4. To edit the order price, enter the new price amount in the price field (if price override is allowed).
5. To edit the order quantity, use the arrows or double-click in the specific qty field to increment or decrement the new order quantity of that line item (if you decrease the quantity after the invoice has been paid, you must create a credit.)
6. To void the entire invoice, click the void? check box.
7. After you make your changes, click the Save button.

Note: If the invoice you want to edit is in a closed batch, you must add an adjustment to the original invoice and create a new invoice (see Adjusting an invoice).

Return/Cancel

The return/cancel icon opens the Return form and gives you the ability to return or cancel the entire line item or just credit amounts and quantity.

Please view the Return and Voiding vs. Canceling an Invoice help topics for more information.