FAQ: How do I modify a partially paid or paid purchase?

This article applies to the following scenario:

• You have recorded a purchase
• You have recorded a payment (partial or full payment) against the purchase
• You have noticed some other details (e.g. tax, description or otherwise) are incorrect and would like to amend it

Procedures

The system does not allow you to modify purchases as soon as they have received payments.  (We may change this in a future version to allow you to do so)

There are 2 options to make the change to the purchase.

Option 1: Using Adjusting Entries

If the total amount of the purchase has increased

1. Record an additional purchase
2. Depending on whether it is matter related to GL account related, allocate to the appropriate target the difference

If the total amount of the purchase has decreased

1. Record a payment against the purchase
2. Allocate against various GL codes used the difference
3. If it is a matter disbursement that has changed, record a matter credit against the relevant matter

If the total amount of the purchase has not changed

1. Record a journal entry against the GL accounts the adjustments
2. If it is matter related, you must use Option 2 below to address this issue

Option 2: Re-enter all the payments and purchase

1. Reverse all the payments allocated to the purchase, keeping a note of all the details of each payment
2. Reverse the purchase
3. Record the purchase with the correct details
4. Record each of the payments using the original details