When incoming invoices can be edited
Which fields you can change in each status, and who may change them.
An incoming invoice is fully editable while it waits for review. Once accepted, the financial data is locked so that what you approved stays what you pay. Housekeeping fields stay open.
By status
| Status | Supplier, dates, lines, totals | Category, cost centre, notes, custom fields | Payments | Archive |
|---|---|---|---|---|
| To review | Editable, then Save | Editable | Not offered | Not offered |
| Accepted | Read-only | Editable (saved immediately) | Record payment | Yes |
| Rejected | Read-only until Reopen | Editable | Not offered | Yes |
| Archived | As the underlying status | Editable | As the underlying status | Unarchive |
Change an accepted invoice
- Open the invoice.
- Click Reset to draft. The fields become editable and the payment status is recalculated if the totals change.
- Make the change and click Accept again.
Who can edit
- Owners, admins and accountants can edit drafts, accept, reject, reset and archive.
- Approvers can accept and reject.
- Viewers can open and read only.
- Under Settings → Team → Permissions, owners and admins can grant a member the extra permission "edit accepted incoming invoices".
Good to know
- The lock is enforced in the database: an attempt to change the total of an accepted invoice, including through the API, is refused with "can only change notes, category, payment or archive state".
- Through the API, an accepted invoice can only be archived; other status changes return a conflict. Accepted invoices cannot be deleted, only archived.
- Custom fields on incoming invoices come from the active template for the kind "Incoming invoices" under Settings → Documents → Custom fields.
- Every accept, reject and reset is written to the History card.