What You Can Do
Once a vendor invoice is received, you can:
Update invoice details (invoice number, date, vendor, description, or tax)
Edit existing line items (part number, description, cost, quantity, core charge)
Save changes — they sync to QuickBooks automatically
⚠️ What You Can't Do
Some changes are not supported on a vendor invoice that has already been received:
You cannot add NEW line items to a received vendor invoice. The current "Edit" view lets you adjust existing lines but does not let you add new parts/lines that weren't on the original receiving.
You cannot edit a vendor invoice that has been paid or partially paid (remove or delete the payment first, then edit).
You cannot delete a line item from the invoice through the Edit screen — set its quantity to 0 if you need to "remove" it, or reverse and re-receive.
Workarounds for adding a new item
If a part was missed when the vendor invoice was first received, you have two options:
Update an existing line — if the missing item is similar to a line that's already on the invoice, you can adjust the quantity/cost on that line to cover it.
Create a new vendor invoice for the missing item(s). Use a different invoice number (e.g., the original number with
-2suffix) and link it to the same Purchase Order or Work Order.
If you simply made a mistake on the original receive, you can also Reverse the vendor invoice, then re-receive the parts correctly with all the right items on a single invoice.
Where to Edit
Open the Vendor Invoice (Parts → Vendors → [Vendor] → Invoices)
Click the Edit button
Make your changes to existing fields/lines
Click Save
Important Restriction — Paid Invoices
If a vendor invoice is paid or partially paid, editing is locked.
To make changes:
First remove or delete the payment from Parts → Vendors → [Vendor] → Payments
Then return to the invoice and Edit
Re-apply the payment afterwards
What You Can Edit (in detail)
Invoice Details
Invoice number
Invoice date
Vendor name
Description
Tax
Existing Line Items
Description
Part number
Cost
Quantity
Core charge (if applicable)
Note: these are edits to existing lines only. New line items cannot be added — see "Workarounds for adding a new item" above.
How Edits Impact Other Records
Special Order Parts
Changes will automatically update:
Purchase Orders (POs)
Open Work Orders (WOs)
However:
Closed or already invoiced work orders will not update
Inventory Parts
Updates apply to inventory and PO only
Work Orders will not be updated
Multiple Invoices on One PO
If a purchase order has multiple invoices:
Editing one invoice only affects that specific invoice
Other invoices remain unchanged
Additional Behavior to Know
Updating the invoice date will also update the due date
Changing cost or quantity will automatically recalculate tax
You can still manually override tax if needed
Core Charges (If Applicable)
Core details are tied to the main part and update automatically
You can adjust the core charge cost, but not the core item independently
Quick Summary
✅ You can edit existing details and line items on a received vendor invoice (invoice #, date, vendor, qty, cost, tax).
❌ You cannot add new line items to a received invoice. Update an existing line, or create a new vendor invoice for the missing items.
If the invoice has a payment applied, remove the payment first, then edit, then re-apply.
Edits update related POs and open WOs (for special order parts) — but not closed or invoiced WOs.