How to: Correct or Cancel Unpaid Purchase Invoices

You can correct or cancel a posted purchase invoice. This is useful if you want to correct a typing mistake, or if you want to change the purchase early in the order process.

If you have already paid for products on the posted purchase invoice, you cannot correct or cancel it from the posted purchase invoice itself. Instead, you must manually create a purchase CR/Adj note to reverse the purchase, optionally managed with a purchase return order. For more information, see How to: Process Purchase Returns or Cancellations.

In the Posted Purchase Invoice window, you can choose the Correct button or the Cancel button. When you correct or cancel a posted purchase invoice, the corrective purchase CR/Adj note is applied to all general ledger and inventory ledger entries that were created when the initial purchase invoice was posted. This reverses the posted purchase invoice in your financial records and leaves the corrective posted purchase CR/Adj note for your audit trail. In the following the use of Correct and Cancel is described.

To correct a posted purchase invoice

  1. Choose the Search for Page or Report icon, enter Posted Purchase Invoices, and then choose the related link.
  2. Select the posted purchase invoice that you want to correct.

    Note

    If the Canceled check box is selected, then you cannot correct the posted purchase invoice because it has already been corrected or canceled.

  3. In the Posted Purchase Invoice window, choose Correct.

    A new purchase invoice with the same information is created where you can make the correction. For more information, see How to: Record Purchases. The Cancelled field on the initial posted purchase invoice is changed to Yes.

    A purchase CR/Adj note is automatically created and posted to void the initial posted purchase invoice.

  4. Choose Show Corrective CR/Adj Note to view the posted purchase CR/Adj note that voids the initial posted purchase invoice.

To cancel a posted purchase invoice

  1. Choose the Search for Page or Report icon, enter Posted Purchase Invoices, and then choose the related link.
  2. Select the posted purchase invoice that you want to cancel.

    Note

    If the Canceled check box is selected, then you cannot cancel the posted purchase invoice because it has already been canceled or corrected.

  3. In the Posted Purchase Invoice window, choose Cancel.

    A purchase CR/Adj note is automatically created and posted to void the initial posted purchase invoice. The Cancelled field on the initial posted purchase invoice is changed to Yes.

  4. Choose Show Corrective CR/Adj Note to view the posted purchase CR/Adj note that voids the initial posted purchase invoice.

See Also

Purchasing
How to: Record Purchases
Working with Financials