Can we edit a Purchase Order after the Purchase Invoice has been posted to the accounts

Can we edit a Purchase Order after the Purchase Invoice has been posted to the accounts

Question/Problem 

Quantities have been incorrectly entered on a PO but I have posted the purchase invoice to my accounts, is it possible to amend the PO even after it has been marked as delivered?

Resolution/Solution 

This is a complex issue and you will need to delete and recreate all of the delivery notes and purchase invoices for this order - this problem has arisen because the original purchase invoice has been posted to your accounts before being checked.

Steps 

  1. Go to [Purchasing | Purchase Invoice (For Stock)].
  2. Click filter and switch off the date filter, then click Go.
  3. In the grey box at the top of the Code column enter the number of the purchase order.
  4. You should now see all of the purchase invoices relating to this order.
  5. They ALL need to be unposted and deleted - we will be recreating them shortly.  Please note the details and what items are on each of them as you need it at step 14.
    1. To unpost and delete an invoice double click it in the grid, click Edit and switch off the Post Invoice toggle, then click Save Screen.
    2. When this is done you can delete the invoice by clicking red Delete button.
  6. Go to [Purchasing | Delivery Note] and remove all deliveries relating to this order. Please note the details and what items are on each of them as you need it at step 13.
    1. If removing these would take your stock level below 0, then a stock adjustment to prevent this is needed beforehand - this process is covered in a separate article, How Do I Adjust Stock Levels?
  7. Once all delivery notes relating to the order have all been removed, open the original purchase order.
  8. Click Edit.
  9. Switch off the Create Purchase Invoice toggle.
  10. Click Save.
  11. Go to the On Order List.
  12. Find any item on the purchase order and click Create Delivery Note.
  13. Amend the details to reflect the Purchase Invoices deleted in step 5.
  14. Click Actions then select Go To Purchase Invoice.
  15. Amend details to reflect what was on the invoice in step 5.
  16. Repeat steps 12 to 16 for each delivery relating to this purchase order.
  17. If you adjusted stock at step 7 it can now be adjusted to the correct level.
  18. Post all of your accurate purchase invoices.

Notes/Caveats 

This is a laborious task and this is the reason we recommend not creating the purchase invoice from the purchase order, and absolutely do not post the invoice to your accounts unless you are certain it is accurate.