Editing an invoice: what changes are allowed

Once an invoice is posted, most fields are locked to maintain financial integrity. However, you can edit certain non-critical information without affecting accounting records. If you need to change amounts or items, you will use a refund instead.

Before you start

• Invoice status: The invoice must be posted (finalized). Draft invoices can be edited and re-posted freely.
• Permissions: You need editing rights for invoices. Your admin can grant this via Users & Roles → Groups.
• What you can change: Only non-financial details like notes, contact info, or document references.
• What you cannot change: Amounts, items, quantities, or dates (these require a refund if incorrect).

Editable fields on a posted invoice

These fields can usually be changed without affecting accounting:

• Customer notes or internal comments — annotations on the invoice
• Contact information — customer email or phone (if not linked to the core sale)
• Print notes — instructions printed on invoices
• Document references — links to purchase orders or other documents

Check with your admin if you are unsure about a specific field.

Fields you cannot change

These cannot be edited on a posted invoice. If they are wrong, you must refund and re-issue:

• Item names or quantities — requires a refund
• Unit price or total amount — requires a refund
• Invoice date — requires a refund
• Customer — may require refund (check with your admin)
• Currency or exchange rate — requires a refund

How to edit a posted invoice

1. Open Invoices and select the invoice you want to edit. Open in Usystems

2. Click Edit or the edit icon if visible.

3. Update only the allowed fields (comments, notes, references).

4. Click Save to apply the changes. No re-posting is needed for allowed edits.

If you need to change amounts or items

If the invoice amount, items, or dates are incorrect:

1. Do not edit the amounts on the posted invoice.
2. Create a Refund to reverse the incorrect invoice. Open Refunds
3. Create a new, corrected invoice with the right details.
4. This ensures your accounting records are clean and audit-able.

Tips & common mistakes

• Check before posting: It's easier to fix an invoice before posting than after. Always review amounts and items before finalizing.
• Use notes for context: If you want to flag an issue on an invoice (e.g., "Note: discount was manually adjusted"), add a comment rather than changing amounts.
• When in doubt, refund: If you are unsure whether a field can be changed, create a refund instead. This protects your accounting records.