FAQ: Managing Cash Purchases

Can I change the vendor after posting a purchase?

No. Once a purchase is posted, the vendor is locked. If you bought from the wrong vendor, you'll need to delete the purchase and create a new one (if safe to delete), or contact your admin for help.

Why can't I edit line items on a posted purchase?

Because the accounting entries have already been recorded. The cost of those items was allocated to your accounts and inventory. Changing items would unbalance your ledger. Use a refund to remove items instead.

What if I posted a purchase with the wrong price?

You cannot edit it. Your options:

• Create a refund for that item and create a new purchase with the correct price
• Contact your admin if the amount is significant—they may adjust the accounts directly

Can I delete a purchase that's a few months old?

Technically yes, but don't. Deleting old purchases breaks your audit trail and makes your historical reports unreliable. Use a refund instead, which keeps the original transaction visible.

What happens to the vendor's balance when I delete a purchase?

The accounts payable entry is reversed, so you no longer owe them the money. This can be confusing if the vendor thinks the purchase still stands. Always inform vendors before deleting and explain the reversal.

If I delete a purchase, can I recreate it with the same data?

You can manually recreate it, but you'll create a gap in your ledger. The dates won't match, and auditors may question the timeline. Avoid this by not deleting in the first place.

Can someone else edit my purchase after I create it?

Depending on permissions, yes—but by default, the creator and admins have edit access. You can check with your admin about role-based restrictions.

Does editing a purchase update any linked documents?

Changes to draft purchases propagate if anything links to them. Changes to posted purchases do not propagate (because they're locked), so linked documents keep their original values.

Can I edit a purchase in offline mode?

This depends on your subscription and offline setup. Check with your admin about offline editing capabilities. In most cases, you edit when online.