Client Query - Additional Items Have Been Delivered but Not on Purchase Invoice
Problem/Question
I have created a purchase invoice from the purchase order screen, but items have been delivered in addition to what was on the original invoice which I have already posted to my accounts. I have tried changing the purchase order but nothing happens on the invoice.
Solution
This is a very complex issue and you will need to delete and recreate all of the delivery notes and purchase invoices for this order - this problem has arisen because the Create Purchase Invoice toggle has been enabled on the original purchase order which has subsequently been edited.
- Go to [Purchasing | Purchase Invoice (For Stock)].
- Click filter and switch off the date filter, then click Go.
- In the grey box at the top of the Code column enter the number of the purchase order.
- You should now see all of the purchase invoices relating to this order.
- They ALL need to be unposted and deleted - we will be recreating them shortly. Please note the details and what items are on each of them as you need it at step 14.
- To unpost and delete an invoice double click it in the grid, click Edit and switch off the Post Invoice toggle, then click Save Screen.
- When this is done you can delete the invoice by clicking red Delete button.
- Go to [Purchasing | Delivery Note] and remove all deliveries relating to this order. Please note the details and what items are on each of them as you need it at step 13.
- If removing these would take your stock level below 0 then a stock adjustment to prevent this is needed beforehand - this process is covered in a separate article, How Do I Adjust Stock Levels?
- Once all delivery notes relating to the order have all been removed open the original purchase order.
- Click Edit.
- Switch off the Create Purchase Invoice toggle.
- Click Save.
- Go to the On Order List.
- Find any item on the purchase order and click Create Delivery Note.
- Amend the details to reflect the Purchase Invoices deleted in step 5.
- Click Actions then select Go To Purchase Invoice.
- Amend details to reflect what was on the invoice in step 5.
- Repeat steps 12 to 16 for each delivery relating to this purchase order.
- If you adjusted stock at step 7 it can now be adjusted to the correct level.
- Post all of your accurate purchase invoices.
As you can see this is a laborious task and is the reason we recommend not creating the purchase invoice from the purchase order, and absolutely do not edit the purchase order after the invoice is created and posted.