Editing a cash purchase: what changes are allowed

You can edit a cash purchase, but only certain changes are allowed, and they depend on the purchase status. This article explains what you can and cannot change.

Before you start

• Only the user who created the purchase or an admin can edit it
• The purchase must be in "Draft" or "Posted" status—you cannot edit a deleted or refunded purchase
• Know what you want to change before opening the edit form

Understanding purchase status

Draft: The purchase is new and not yet finalized. You can make any changes.

Posted: The purchase has been recorded in your ledger and accounts. Most changes are now locked to protect your accounting.

What you can change (Draft status)

If the purchase is still in Draft:

• Vendor — change who you bought from
• Item lines — add, remove, or edit items
• Quantities and prices — adjust how many units and what you paid per unit
• Dates — change the purchase or delivery date
• Notes or references — update any comments
• Payment method — change how you'll pay (cash, bank transfer, etc.)

Simply edit the fields and click Save.

What you can change (Posted status)

Once posted, most fields lock. You can only change:

• Notes or internal comments — these are for your reference only
• Tax information — if you initially recorded it wrong

You cannot change:

• Vendor
• Item quantities or lines
• Prices or unit costs
• Dates
• Account mappings

Why? Because Usystems has already recorded entries in your general ledger. Changing line items would break the accounting. If you need to change items, quantities, or prices after posting, delete the purchase and create a new one, or create a refund for the items you want to remove.

Steps to edit a draft purchase

1. Go to Cash Purchases

Open in Usystems

2. Find and open the purchase in Draft status

3. Click the Edit button (or pencil icon)

4. Make your changes to any field

5. Click Save to commit the changes

6. The purchase remains in Draft until you post it

Steps to edit a posted purchase (notes only)

1. Go to Cash Purchases

Open in Usystems

2. Open the purchase in Posted status

3. Click the Edit button (usually limited to notes/comments)

4. Update the notes field

5. Click Save

What if I need to change something that's locked?

If you need to change items, quantities, or prices on a posted purchase:

• For items no longer wanted: Create a refund for those items to reverse them
• For items with wrong prices: Delete the purchase (if nothing depends on it) and create a new one, or create a refund and a new purchase for the corrected items
• For a completely wrong vendor: Contact your admin; structural changes may require data cleanup

Tips & common mistakes

• Edit before posting. Posting locks most fields—make sure you're happy with the purchase before you post it.
• Refunds, not corrections. If the purchase is already posted and you want to return items, use a refund rather than trying to edit the purchase.
• Check what's linked. If invoices or reports depend on this purchase, changing it may have wider effects—verify first.