Edit Documents

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This discussion assumes you require employee logins and are using default settings. Your actual ability to edit documents will vary based on your security rights, features used, and in a multi-store configuration, your store location (Headquarters or remote).

Order Documents

Purchase orders and customer orders, since they have no direct effect on inventory, can be freely edited at anytime (edits to some fields may be restricted if deposits have been accepted towards the order).

How do I edit a purchase order?

How do I edit a customer order?

Transaction (History) Documents

Before saving, all information on transaction documents can be edited.

However, transaction documents immediately affect your inventory as soon as saved. If integrated with QuickBooks Desktop they may have also already affected your financial records. After saving, only certain informational fields can be edited. Edits that affect the items, total, or payments are generally not allowed (see voucher exceptions below). Once sent from a remote store to Headquarters or to your QuickBooks Desktop financial software, the ability to edit is even more limited.

What can be edited?

Receipts: After saving, you can edit the customer, comments, promotional code, and, if a Pro user, the shipping information (except amount). After sending to Headquarters or to QuickBooks Desktop, you can no longer edit the customer or promotional code. Edit options are available from the I Want To menu in Sales History.

Receiving Vouchers: Certain voucher fields, such as discounts, freight, fees, and vendor billing information may be edited after saving and, at Headquarters, even after sending to QuickBooks Desktop, depending on where you enter vendor billing information and if you spread discount, freight, and fees across item costs. Edit options are available from the I Want To menu in Receiving History.

Adjustment Memos: Memo comments can be edited after saving. Once sent to Headquarters or QuickBooks Desktop, no fields are editable. Select Edit from the toolbar in your Adjustment History. Editable fields are white in color.

Transfer Slips: Slip comments, carrier, and freight can be edited after saving. Once sent to Headquarters or QuickBooks Desktop, no fields are editable. Select Edit from the toolbar in your Transfer History. Editable fields are white in color.

Correcting a Document When Editing Isn't an Option

If you discover an error on a history document that is not editable, it can still be corrected by reversing the original document and then creating a new, corrected one. This feature is intended for correcting errors and should be used only when necessary.

Select a link below to learn more about reversing various documents:

Reverse and correct a receipt

Reverse and correct a receiving voucher

Reverse and correct an adjustment memo

Reverse and correct a transfer slip