How to Delete a Purchase Invoice and Troubleshoot the Missing Delete Option

How to Delete a Purchase Invoice After Enabling E-Invoicing

Purchase Invoice Deletion Guide

Qoyod System, Step by Step

First: Permitted Cases for Deletion

Purchase invoices can be deleted in all the following cases: approved invoices, draft invoices, partially paid invoices, and fully paid invoices.

️ Important: If the invoice is paid (partially or fully), you must first delete or deallocate the payment voucher or debit note linked to it before deletion.

Second: Determine the Type of Link (Starting Point)

Before starting, determine the following:

• Is the invoice linked to a payment voucher or debit note?

• Do you want to delete it permanently or just deallocate it to use with another invoice?

Third: Detailed Steps

Step 1: Discover the Voucher Number Linked to the Invoice

If you don’t know the voucher number, follow these steps:

1. Go to Purchases ← Purchase Invoices

2. Click View next to the invoice you want to delete

3. Look below the Total line; you’ll find the voucher information like this:

Paid via payment voucher, REC10 | 2026-02-10 | (110101 – Cash)

1. Save the voucher number (example: REC10) for the next step

If you already know the voucher number, go directly to the next step.

Step 2: Handle the Payment Voucher or Debit Note

Choose one of the following options based on your needs:

Option (A): Delete the Voucher Permanently

1. Go to Purchases ← Supplier Vouchers

2. Search for the voucher number in the list

3. Click the delete icon next to the voucher number

4. Confirm the deletion

Option (B): Delete the Debit Note Permanently

1. Go to Purchases

2. Select Debit Notes from the top options

3. Click the delete icon next to the linked debit note

️ If the debit note is allocated to more than one invoice, it’s sufficient to deallocate it only from the invoice you want to delete. However, if it’s allocated only to this invoice, you must delete it completely.

Option (C): Deallocate the Voucher Only (Without Deleting It)

If you want to keep the voucher to use with another invoice, you have two methods:

Method One: From Within the Voucher Page:

1. Go to Purchases ← Supplier Vouchers

2. Click View next to the desired voucher

3. You’ll find the invoice number linked to the voucher

4. Click the icon next to the invoice to unlink

Method Two: From Within the Invoice:

1. Go to Purchases ← Purchase Invoices

2. Click View next to the invoice

3. Look at the bottom of the page at the Total; you’ll find the allocated voucher

4. Click on the voucher number; it will automatically take you to the voucher page

5. Click the icon next to the invoice to unlink

After deallocation, the voucher becomes (unused) and can be allocated to any other invoice from the same supplier.

Step 3: Delete the Purchase Invoice

After deleting or deallocating the voucher:

1. Go to Purchases ← Purchase Invoices

2. You’ll now see the delete icon next to the invoice

3. Click it to complete the deletion

The invoice and its accounting entry have been successfully deleted.

Fifth: The Accounting Impact of Deleting a Purchase Invoice

• Deleting a purchase invoice leads to:

  • Deletion of the accounting entry reflected from the invoice.

  • Impact on financial reports.

• No data is sent or modified outside the system, even with E-Invoicing enabled.

Sixth: Negative Inventory Error Message

Reason for the Message

If the following message appears:

“This entry cannot be deleted because deleting it will result in negative inventory”

This means that:

• The quantity associated with the invoice is no longer available in inventory.

Solution

You must establish a new quantity for the product through one of the following options:

• Inventory Count

• Opening Balances

• New Purchase Invoice

After the quantity is available, you can successfully delete the invoice.

Seventh: Deleting a Purchase Invoice Linked to Multiple Vouchers

• You can delete a purchase invoice linked to multiple vouchers.

• ️ Provided that:

  • All vouchers linked to the invoice are deallocated first.

Eighth: Required Permissions to Delete a Purchase Invoice

To delete a purchase invoice, the user must have delete permission.

How to Grant Permission

1. Settings

2. Users

3. Manage Positions

4. Edit the Desired Position

5. Activate the delete option for:

   • Purchase Invoices

6. Save

Without this permission:

• The delete option will not appear for the user.

Ninth: The Impact of Deletion on Invoice Sequence

• Deleting a purchase invoice:

  • Results in deleting the invoice with its number and sequence.

• The same sequence number can be reused later after deletion.

• There is no impact on E-Invoicing or connection with the authority.

Tenth: Important General Notes

• Purchase invoices are paid via debit note or supplier voucher.

• The credit note is intended for sales invoices only.

• Deleting an invoice is a final action and should be used with caution.

• It’s preferable to verify reports before deletion.

• When the error “failed to destroy the record” appears while deleting a purchase invoice
  This means the quantity in the invoice has already been used or sold, so the invoice cannot be deleted because the system no longer has sufficient inventory.

  To solve the problem, you can choose one of two options:

  • If the quantity has been sold: First return the sales invoice from which the quantity was issued, then delete the purchase invoice.

  • If the recorded quantity is incorrect: Add a new purchase invoice to provide the correct quantity, then delete the old invoice.

Keywords for Inquiry

I have an approved purchase invoice and I can’t delete it
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An inventory error message appeared for me, what’s the solution?
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Can we delete a bill?