Edit or Reverse a Simple Purchase Invoice in Qoyod

Clarification on Ability to Return or Modify Simple Purchase Invoices

Can a Simple Purchase Invoice Be Modified or Returned?

You can now return a simple purchase invoice after it has been saved and approved, by creating a debit note linked to it, either from the simple invoice debit notes tab at the top of the simple invoices section, or from the return simple invoice button on the invoice view page itself. The note reflects the effect of the return on the supplier balance and on the journal entries as soon as it is approved.
Editing a simple invoice after it is saved and approved is still not available, and the option in case of an error in its data remains to delete the invoice and recreate it from scratch.
For the full steps, see how to return a simple invoice with a debit note in Qoyod.

Important Notice

• Standard purchase invoices (purchase invoices) can be returned via a debit note.

• Simple purchase invoices can also be returned, via a debit note built for them, which copies the original invoice’s details and reflects the effect of the return on the supplier balance and on the journal entries as soon as it is approved.

• Editing a simple invoice after saving and approval is still not available; when there is an error in its data the option remains to delete the invoice and recreate it from scratch.

When is the journal entry created for a simple invoice?

• An automatic journal entry is created immediately upon saving and approving a simple purchase invoice.

• If the invoice is in draft status, no journal entry is created.

• You can view the reflected journal entry through:
  Reports → Journal.

What Happens Accountingly When a Simple Invoice is Deleted?

• When a simple purchase invoice is deleted:

  • The automatic journal entry associated with it is deleted.

  • Its impact is removed from financial reports and tax returns.

  • The journal entry number remains reserved and is not reused, so you may notice a missing entry number in the journal, which is normal system behavior.

Does Deleting a Simple Invoice Affect the Tax Return?

Yes.

• Simple purchase invoices are included in purchase tax.

• When the invoice is deleted:

  • The journal entry is deleted.

  • Its impact is completely removed from the tax return.

Can a Paid Simple Purchase Invoice Be Deleted?

Yes, but with a condition:

• If the simple invoice is linked to a payment voucher, the system will not allow you to delete it directly.

• A message will appear:

  The simple invoice cannot be deleted because it is linked to payment vouchers. Please delete the payment voucher number to proceed.

How to Unlink the Payment Voucher from the Invoice:

1. Go to Purchases → Simple Invoices.

2. Click View next to the invoice.

3. Click on the payment voucher number shown below the invoice total.

4. The payment voucher details and linked invoices will appear.

5. Click the delete icon next to the required invoice.

6. After unlinking, you can delete the simple invoice.

Steps to Delete a Simple Purchase Invoice

1. Go to Purchases.

2. Navigate to Simple Invoices.

3. Search for the invoice to be deleted.

4. Click the delete icon corresponding to the invoice.

What If the Delete Option Doesn’t Appear?

In this case, the reason is usually user permissions.

Checking Permissions:

1. Go to Settings → Users → Role Management.

2. Click Edit next to the required role.

3. Make sure the following permissions are enabled under Simple Invoices:

   • Create

   • Edit

   • Approve

   • Delete

Is the Deletion Logged in the System?

Yes, completely.

• Invoice deletion is logged in the User Activities report.

• To access it:
  Reports → User Activities

• You can filter by:

  • Document type: Simple Invoices

  • Operation: Delete

• The report shows:

  • Invoice number

  • Invoice amount

  • Issue and due dates

  • Deletion date

  • User who performed the operation

What is the Correct Procedure When an Error is Found in a Simple Invoice?

It depends on the kind of error:

• If you need to return what you bought, in full or in part, create a debit note linked to the simple invoice. See how to return a simple invoice with a debit note in Qoyod.

• If the error is in the invoice data itself, the option is to delete the invoice and recreate it with the correct data, since editing a simple invoice after approval is still not available.

If you created a debit note for a simple invoice by mistake, see How to Delete a Simple Invoice Debit Note.