How to edit a Sales Invoice

Created by David Joyce

Overview

This guide explains how to amend a sales invoice after it has been created, including:

• When an invoice can be edited

• What changes are allowed

• How amendments affect totals and customer accounts

Amending invoices is commonly required when:

• Quantities were entered incorrectly

• Prices need adjustment

• Additional products or services must be added

When a Sales Invoice Can Be Amended

A sales invoice can be edited provided that:

• ❌ No payment has been made against the invoice

• ❌ The invoice has not been exported to your accounts package

Once either of these actions occurs, the invoice is locked and can no longer be amended.

Step 1 — Navigate to Sales Invoices

1. Open the Sales menu.

2. Click Sales Invoices.

3. You will see a list of outstanding sales invoices.

Step 2 — Open the Invoice for Editing

1. Locate the invoice you want to amend.

2. Click the three dots (⋮) beside the invoice.

3. Select View.

4. At the bottom of the invoice screen, click Edit.

This opens the invoice in edit mode.

Step 3 — Understand What You See in Edit Mode

When editing a sales invoice:

• Any linked sales order lines are hidden

• You are free to work directly on the invoice lines

This ensures the integrity of the original sales order while allowing invoice-level changes.

Step 4 — Make the Required Changes

While editing the invoice, you can:

• Change quantities

• Adjust prices

• Edit descriptions

• Remove existing products or services

• Add new products or services

Make all required amendments directly on the invoice screen.

Step 5 — Save or Post the Amended Invoice

After making your changes, you have two main options:

Option 1 — Post and Take Payment

• Save the invoice

• Take payment immediately if required

Option 2 — Charge to Customer Account

• Save the invoice

• Charge the balance to the customer’s account

Example:

• Quantities reduced or increased

• Invoice saved

• Total updates automatically

Step 6 — Confirm the Update

1. Return to Sales → Sales Invoices.

2. You will see the updated invoice total.

3. The invoice now reflects the amended values.

Important Notes

• Editing an invoice does not create a new invoice

• The original invoice is updated in place

• Audit history is preserved

• Once payment or export occurs, editing is no longer possible

Best Practices

• Review invoices carefully before taking payment

• Amend invoices as soon as errors are identified

• Communicate changes clearly with the customer

• Avoid exporting invoices to accounts packages until confirmed correct

Summary

To amend a sales invoice:

1. Ensure no payment or export has occurred

2. Go to Sales → Sales Invoices

3. View the invoice and click Edit

4. Make your changes

5. Save and either post payment or charge to account

Amending invoices is quick and flexible, allowing you to correct mistakes without cancelling and reissuing documents.