Once an invoice is created against a PO, the respective receipt cannot be edited directly. You must unlink the PO from the Invoice to modify the receipt.
Prerequisites
You must be on the standard side of ProcureDesk.
To unlink a PO from a Draft invoice, you need the Invoices: Update permission.
To use Change Invoice on an approved invoice, you need the Invoices: Change permission.
To edit a receipt, you need the Receipts: Update permission.
To delete a receipt, you need the Receipts: Destroy permission.
If you do not have the required permissions, contact your admin under General Settings → Manage Privileges.
Step-by-Step Instructions
Step 1: Unlink the PO from the invoice
Navigate to the invoice associated with the PO. How you unlink the PO depends on the invoice status:
If the invoice is in Draft status — click Remove next to the Assigned PO field directly
If the invoice is Approved — click Actions and select Change Invoice first, then click Remove next to the Assigned PO field
If the invoice has Integration Failed status — the invoice is already editable. Click Remove next to the Assigned PO field directly
If you do not see the Change Invoice option — you may not have the Invoices: Change permission. Contact your admin under General Settings → Manage Privileges.
If there are multiple invoices linked to the same PO, you must unlink the PO from all of them before the Revert button becomes available on the receipt.
Step 2: Revert the receipt
Open the receipt and click the Revert button at the bottom. The receipt status will change to Draft.
Step 3: Edit the receipt
Once in Draft status, make the necessary changes and click Create Receipt to resubmit.
If you don't see the "Revert" button, that means that there's still an invoice for some lines on this receipt linked to the PO.
FAQs and Troubleshooting
What if I can't delete the invoice?
Ensure you have the required permissions. Contact your company's administrator or ProcureDesk if you lack permission.- Note that changes to receipts may require approval depending on your organization's setup.### Related Topics
Creating and Confirming Orders in ProcureDesk: Learn about managing and finalizing your orders.
Handling Errors in ProcureDesk Orders: Tips for correcting common mistakes during order processing.
2. How do I create a partial receipt after reverting an approved receipt?
Once the receipt is back in Draft status after reverting:
Update the Received Qty field for each line to reflect the quantity actually received.
To exclude a line entirely, uncheck the checkbox on the left of that line - it will be removed from this receipt.
Click Create Receipt to submit the partial receipt.
3. What do I do with the remaining quantities after creating a partial receipt?
The remaining quantities stay open on the purchase order. When the rest of the goods or services are delivered, create a new receipt against the same PO for the remaining quantities.
4. What if I don't see the Revert button on my receipt?
It means there is an invoice linked to one or more lines on that receipt. What you can do depends on the status of that invoice:
If the invoice is in Draft status, you can unlink the PO from the invoice yourself — the Revert button will then become available on the receipt
If the invoice is already Approved, a Change Invoice is required before you can unlink the PO. This may require assistance from your ProcureDesk support team. Please reach out to support in this case.
5. Do I need to delete the invoice to edit or revert a receipt linked to it?
No. You do not need to delete the invoice. You only need to unlink the PO from the invoice. Once the PO is unlinked, the Revert button becomes available on the receipt. Deleting the invoice is a separate action and is not required for this workflow.
6. Why don't I see the Change Invoice option on an approved invoice?
You may not have the Invoices: Change permission. Contact your admin to enable this under General Settings → Manage Privileges.