1. Editing an invoice (when it’s not locked)

When an invoice is open and not locked:

• You can edit key details such as:
  • Customer or supplier 
  • Invoice date
  • Line descriptions and quantities
  • Amounts and VAT codes
• You do this by opening the invoice and choosing the Edit option.

Use this to correct mistakes before the invoice has been included in VAT returns, year-end, or other locked processes.

2. When an invoice is locked

If the Edit option is greyed out or unavailable, the invoice is locked. Common reasons:

• It has been included in a submitted VAT return.
• It falls within a completed year-end.
• It is tied to locked payments or bank reconciliations.

When an invoice is locked, you generally cannot change core details such as date, amounts, VAT, or the contact.

3. What you can do if the invoice is locked

What’s possible depends on what it’s locked against.

A. Locked due to VAT return or year-end

If the invoice is in a submitted VAT return or closed year-end:

• You cannot edit or delete the original invoice.
• Instead:
  • Post a correcting transaction (usually a credit note or journal) to adjust the figures.
  • Date the correction in the current open period.
• This keeps your audit trail intact and avoids changing figures in a period that has already been reported to the tax authority or closed in your accounts.

B. Locked due to bank reconciliation or linked payments

If the invoice is locked because of a payment/receipt or bank reconciliation:

• Check the payment linked to the invoice:
  • If the payment is still editable, you may be able to adjust or unreconcile it first.
  • Once the payment is corrected, you may regain some ability to adjust the invoice (depending on whether it’s also in VAT or year-end).
• If the payment itself is locked (for example, it’s in a VAT return or closed period), you again use correction postings rather than editing the original invoice.

4. General correction approach for locked invoices

When you find an invoice is locked:

1. Identify why it’s locked
   • Check whether it’s in a VAT return, year-end, or bank reconciliation.
2. Avoid deleting or backdating changes
   • Deleting or altering locked invoices can break your audit trail and cause mismatches in VAT returns, year-end accounts, or reconciliations.
3. Use correction postings
   • Issue a credit note to reverse or adjust the invoice.
   • Post a journal to move amounts between accounts or periods.
   • Create a new invoice in the correct period if you need to reissue.
4. Document the correction
   • Add notes or references on the credit note, journal, or new invoice so it’s clear what was corrected and why.