About editing invoices

You can edit invoices in Accounts Receivable. However, how much you can edit depends on the state that an invoice is in.

There are two types of editing that you can do, which depend on the state of the invoice.

  • Full edit

  • Partial edit

Do you want to edit the template used when printing or emailing invoices, instead of editing an individual invoice? Learn how to customize printed document templates and how to edit email templates.

Full edit

If the state is Drafted or No value and the period is open, you can change most aspects except the invoice number.

If the state is Posted, whether you can edit the invoice depends on the following:

  • The application in which the invoice originates from.

  • Whether the period is open or closed.

In such cases, you would have to delete or reverse the invoice and start over.

Partial edit

For other states, you can only change aspects that do not affect the General Ledger, for example, the invoice number, term, or memo. If the invoice has been partially or fully paid, you might be able to select Reclassify to change the GL account label, department, or location.

You'll see the Reclassify button only if your company has enabled reclassification. You also need the relevant permissions to reclassify this type of transaction.

When you can edit a posted invoice

You can make limited edits to a posted invoice under any of the following conditions:

  • Payment and allocations. If cash or an allocation has been applied to a posted invoice, then you can only edit the following fields in the invoice:
    • Reference number
    • Description
    • Term
    • Due date
    • Attachment
    • Memo

      • If you hit Post on a paid invoice and did not update any of the above information, the invoice remains unchanged.

  • Order Entry. If the posted invoice originates in Order Entry, then you can only edit the invoice in Order Entry.
  • Entity level. You can edit an invoice created at the entity level, regardless of whether you're working at the entity or top level.

When you cannot edit a posted invoice

You cannot edit a posted invoice under any of the following conditions:

  • Period. The period is closed.
  • Permissions. You do not have the relevant permissions.
  • Top level. The posted invoice was created at the top level, and you're working at the entity level.
  • Accounts Receivable configuration. Your company is set up not to allow edits to an invoice after it's printed or emailed.

If you cannot edit or reclassify the invoice to your satisfaction, you might have to delete or reverse the invoice and start over.

When you edit a date in a bill, invoice, or adjustment

Editing a date in a bill, invoice, or adjustment related to a project requires you to:

  1. Edit the transaction to remove the project, then post it.

  2. Edit the transaction to change the date, then post it.

  3. Edit the transaction to add the project back in, then post it.