Editing Invoice Data
After reviewing extraction results, correct errors and complete missing data on the purchase invoice before you submit for approval.
Start editing — Lock and Edit
Section titled “Start editing — Lock and Edit”Invoice Manager uses edit locks so two people do not overwrite each other.
- Open the purchase invoice from In Docs
- Click Lock and Edit
- Change fields; the app autosaves while you hold the lock
- Unlock when finished (or logout releases locks)
Lock and Edit acquires the edit session; presence shows who is viewing.
While locked, workflow and field controls allow changes; watch for save / saved indicators.
Header fields
Section titled “Header fields”Vendor
Section titled “Vendor”- Open the vendor / party section
- Search and select the correct vendor
- If the vendor is missing, create it per your master-data process
Invoice number
Section titled “Invoice number”- Must be unique per vendor
- Duplicate warnings appear when the number already exists
| Field | Description |
|---|---|
| Invoice Date | Date on the invoice |
| Due Date | Payment due date |
| Delivery Date | When goods/services were delivered (if used) |
Edit identity fields carefully — they drive PEPPOL matching, duplicates, and ERP posting.
Amounts
Section titled “Amounts”Totals on Summary should match lines, taxes, and charges. Prefer fixing lines rather than forcing a header total when the system recalculates.
Line items
Section titled “Line items”- Open the Line Items tab
- Edit description, quantity, unit price, tax code
- Add or remove lines as needed
- Line and document totals recalculate
Line items hold qty, prices, and tax codes that feed tax and summary totals.
| Field | Description |
|---|---|
| Description | Item or service |
| Quantity | Number of units |
| Unit price | Price per unit |
| Tax code / rate | Applicable tax |
| Net amount | Usually derived |
Tax and charges
Section titled “Tax and charges”- Taxes — VAT breakdown; often derived from lines
- Header Charges — freight, handling, and other allowances/charges
Map charge types correctly; unmapped charges can block later ERP or send steps.
Use Header Charges, Taxes, and Summary to keep totals consistent.
Validation errors
Section titled “Validation errors”| Error | Cause | Fix |
|---|---|---|
| Required field | Empty mandatory field | Fill the highlighted field |
| Invalid format | Wrong data type / format | Correct format |
| Total mismatch | Lines do not sum | Fix lines / tax / charges |
| Duplicate | Invoice number exists | Verify or change number |
Save vs submit
Section titled “Save vs submit”| Action | Effect |
|---|---|
| Autosave / Save | Keeps the document in current state (Draft / Review) |
| Submit for Approval | Enters approval routing (see next guide) |
Save (or rely on autosave) before leaving the page. See Submitting for Approval.