Corrections and amendments
Fix a posted order, pick, invoice or bill the auditable way: the original is reversed and entered again under the same number, with from-to history.
What it is
A posted entry is never edited in place. When you correct a document that has already posted, the app reverses the original and enters it again under the same number. The document keeps its number. The books show both the reversal and the corrected entry, and the audit trail records what changed, from what to what. Both the original date and the new date must be in open periods.
A draft has posted nothing yet, so a draft is simply edited.
It helps to know where the money is. The pick takes the stock and posts the cost of goods. The delivery posts nothing. The invoice posts the sale and what the customer owes when it is approved.
Who it is for
- Sales staff who need to change an order after it was picked
- Warehouse staff fixing what was packed
- Accountants who must correct documents without breaking the audit trail
- Purchasing staff correcting a supplier's price after the goods arrived
What can be changed at each stage#
| Document and stage | What you can do |
|---|---|
| Sales order, not yet picked | Edit it normally |
| Sales order, picked, invoices still drafts | Correct quantities and prices, add or remove lines; its picks are reversed and re-entered, deliveries and draft invoices follow |
| Approved order, at any stage | Add a product…: new lines only, picked as a new pick with its own delivery and invoice |
| Pick, before its invoice is approved | Edit pick…: change quantities, add or remove lines; stock and cost of goods follow |
| Delivery | Edit delivery…: date, carrier, tracking and notes only |
| Draft invoice | Edit draft…: prices, discounts, taxes, terms, reference, notes, and quantities when made from a pick |
| Approved invoice | Not edited: use a sales return, or Credit note (no goods back)… |
| Sales return still waiting | Correct… it |
| Bill made from a goods receipt, price wrong | Correct prices… |
| Manual journal | Editing reverses the original and posts the new one; Reverse makes a contra entry |
Step by step#
- Open the document's list (for example Sales › Invoices › Drafts) and find the row.
- Open the row's menu. It offers only what the document's state allows: Edit draft…, Edit pick…, Edit delivery… or Correct….
- Make the change in the sheet that opens. For a draft invoice, the preview shows the new totals before anything is written.
- Save and confirm. The app tells you which documents, stock and journals will change.
- Open the document's history to see the reversal, the new entry and what changed.
Adding a product to an approved order#
Use Add a product… on the order's Fulfilment panel. Existing lines never change. The new lines are added at the catalogue price unless you give one. They are held in stock and picked as a new pick, which makes its own delivery and invoice. The earlier invoice keeps its amount on purpose: it may already be with a courier for cash on delivery. The customer then has two invoices. Add them up, or read the customer's balance, for the full amount owed.
Correcting a bill's price#
On a bill made from a goods receipt, Correct prices… books the difference as a correcting journal. For stock still on hand, the difference goes to the stock value. For stock already sold, it goes to cost of goods, as IAS 2 requires. The receipt's quantities don't change.
How it posts to the books#
Every correction posts a reversal of the original entry and a new entry under the same document number, on dates in open periods. Stock and cost of goods follow the corrected pick. A credit note with no goods back reduces revenue (Sales Returns & Allowances) and tax in the invoice's own proportion. Stock doesn't move.
Limits and what is not there yet#
- An order can't be corrected once any of its invoices is approved. Use a sales return or a credit note.
- A credit note with no goods back can't be more than the invoice still carries after earlier credit notes.
- Every correction needs the right to edit that kind of document, and the period locks apply.
Questions#
Can I edit an invoice before it is approved?
Yes. Before approval it is a draft and posts nothing. Use Edit draft… on Sales › Invoices › Drafts. After approval it is locked and corrected with a credit note.
Why does the first invoice still show the old amount after I added a product?
The added product is on a new pick and a new invoice. The first invoice keeps its amount, and each parcel collects its own invoice's amount.
Where do I see what changed?
The document's history shows each correction, and the Audit trail report shows who did what, and when.
What if the period is locked?
The correction is refused. Both the original date and the new date must be in open periods. Ask the owner, or correct it in the current period.