Correcting a purchase invoice

Once goods are received, a purchase invoice is locked. If something was entered wrongly, the invoice detail page offers two ways to fix it.

Fix a batch number or expiry date

Use this when only the batch number or expiry date is wrong. Qty, cost and the journal don’t change.

1. Open the received invoice.
2. In the product lines section, click Correct batch / expiry.
3. Choose the Line and enter the correct Batch number and/or Expiry date.
4. Enter a Reason, e.g. “batch typed from the wrong box”.
5. Click Save correction. The linked stock batch is updated too, and the change is recorded in the audit log.

Note

This needs purchase.*. For narcotic, psychotropic, precursor or OOT drugs you also need purchasing.invoice.correct.

Void & re-enter

Use this when the supplier, product, qty or unit is wrong.

1. Open the received invoice.
2. Open the actions menu in the header and choose Void & re-enter….
3. Read what will happen: every batch from this invoice goes back to zero, the journal is reversed with today’s date, and the PO’s received quantities are rolled back.
4. Fill in What was wrong?, e.g. “received 8 boxes, entered 18”.
5. Click Void & create corrected draft.

The original invoice is kept as Voided (read-only). A copy opens as a new draft with the same number and lines. Correct it and receive the goods again.

Caution

You can only void while nothing depends on the receipt: the batches are untouched (nothing sold, transferred or adjusted), there’s no payment or supplier credit, no supplier return, and today’s accounting period is open. Otherwise, correct it with a supplier return, a stock adjustment or a manual journal.

Voiding needs purchasing.invoice.correct. It is separate from full purchasing access (purchase.*); owners and admins have it automatically.