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?

Currently, a simple purchase invoice cannot be modified and a debit note cannot be created for it after it is saved and approved.
The available option in case of an error is to delete the invoice and recreate it from scratch.

Important Notice

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

• Simple purchase invoices cannot be returned or modified after saving and approval, and the available option in case of an error is 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?

The currently approved procedure is:

• Delete the invoice

• Recreate it with the correct information

Currently unavailable:

• Edit on the simple invoice

• Debit note for the simple invoice

If these features are provided in the future, they will be announced in official updates.

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