Editing Sales Invoices

To update selected details on an "In Progress" sales invoice, click Edit on a sales invoice detail or list page and then change the fields you want to update. In Extended EditionClosed The view of the application that you see when you install one of the extension packages (such as the Cash Entry Extension package). For invoices, credit notes, and journals Extended Edition is integrated into the main package, but must be configured. organizations you might need to return to Classic EditionClosed The view of the application that you see when you first install the base managed package. to make these changes. In this situation, click Classic Edit instead.

We do not recommend changing a default value if it is applicable to the line item that you want to add or edit.

For a full description of the standard fields that make up a sales invoice, see Sales Invoice Fields. Potentially editable fields are marked with an E in Sales Invoice Fields.

For information about maintaining the lines on an existing invoice, see Sales Invoice Line Items.

When you have finished, click Save. You can also click Save & New to save the current document and immediately begin to create another.

Notes:
  • [Lightning Experience Only] When you have more than one current company selected, you can update a sales invoice for any of the currently selected companies. You do not need to change the current company. System Administrators can update sales credit notes for any of their user companies, regardless of their current company selection.
  • You can change the document company on a sales invoice with the status "In Progress" as long as the sales invoice has no lines.
  • You cannot edit the Opportunity field once the invoice has been saved.
  • You cannot edit the details of a sales invoice that forms part of a recurring set, even when its status is “In Progress”.

Placing Posted Sales Invoices On Hold

To place a single sales invoice on hold:

  1. On the sales invoice Lightning page, select the sales invoice that has a status of "Complete" and the payment status is either “Unpaid” or “Part-paid”.
  2. Click Place on Hold on the button bar. The selected sales invoice is placed on hold.

To release an on hold sales invoice, follow the same process, except this time click Release for Collection on the button bar. The invoice you select must already be on hold.

To place one or more sales invoices on hold using Lightning:

  1. Click the Sales Invoices tab.
  2. Select a predefined view from the drop-down list to select the records to display. Alternatively, you can select Create New View to define your own list view.
  3. Use the checkboxes on the left to select the sales invoices that you want to place on hold. We recommend selecting no more than 200 invoices. If you select ineligible invoices, they will be ignored.
  4. Click Place on Hold. If this button is not available, contact your administrator, or see the Salesforce Help for more information about adding buttons to list views.

You can also check the hold status of a sales invoice under invoice status on the sales invoice's details tab. If the sales invoice is on hold, then the hold status displays “On Hold”. If a sales invoice is released, the hold status is empty.

Note:
You can only place 200 invoices on hold at a time.

To release multiple on hold sales invoices for collection using Lightning:

  1. Click the Sales Invoices tab.
  2. Select a predefined view from the drop-down list to select the records to display. Alternatively, you can select Create New View to define your own list view.
  3. Use the checkboxes on the left to select the on hold sales invoices that you want to release for collection. We recommend selecting no more than 200 invoices.
  4. Click Release for Collection. The window for releasing sales invoices for collection displays. If this button is not available, contact your administrator, or see the Salesforce Help for more information about adding buttons to list views.
  5. Check your selection and click Release for Collection. The selected sales invoices are released for collection.
Note:
You can only release 200 invoices for collection at a time.

Amending Posted Sales Invoices

To amend the contents of a limited set of fields on a single posted sales invoice:

  1. Click Amend Document on the invoice detail page and, in some organizations, Amend Line on the line item detail page. If you do not see these buttons in Extended Edition, contact your administrator. This button is available as Amend Details on the sales invoice's Lightning page. The following fields become editable:
  2. Make your edits, and when you are finished, click Save.

To amend the details of multiple sales invoices using Lightning:

  1. Click the Sales Invoice tab.
  2. Select a predefined view from the drop-down list to select the records to display. Alternatively, you can select Create New View to define your own list view.
  3. Use the checkboxes on the left to select the sales invoices that you want to amend. We recommend selecting no more than 200 invoices.
  4. Click Amend. The window for amending sales invoices displays. If this button is not available, contact your administrator, or see the Salesforce Help for more information about adding buttons to list views.
  5. Do one of the following for each field you want to amend:
    • To specify a new field value for the selected sales invoices:
      Enter or select the field value you want. New field values overwrite the existing ones. If you leave the field blank, its values are not amended.
    • To clear a field's values from the selected sales invoices:
      Select the checkbox under each non-mandatory field you want to clear. This sets the field's values on the selected sales invoices to "None". When selecting a checkbox to clear field values, leave the related field blank. Selecting the drop-down value "None" manually does not clear field values on the selected invoices.
  6. Click Amend.
Notes:
  • You cannot amend non-editable or mandatory fields.
  • You cannot use the checkbox value --None-- to amend field values.

The changes that you make are also automatically reflected in both the related transactionClosed A record created when documents are posted to the general ledger. Transactions must balance (sum to zero) in home, dual, and document currency. and the appropriate balances. The type of balances that are updated automatically depend on how your organization has been configured.

Note 1:

The ability to edit custom fields that have been set up for sub-analysis mapping is controlled by the Enable Edit Sub-Analysis (after posting) field in the Accounting Settings custom setting. If you cannot edit these fields on a posted document, contact your administrator.

Notes:
  • The ability to edit dimensions on a posted document is controlled by the Enable Edit Dimensions (after posting) field in the Accounting Settings custom setting. If you find you cannot edit dimensions on a posted document, contact your administrator.
  • If you edit a pre-existing dimension on a posted document, the new one must have the same currency as before, or be home, document or dual currency. If you add a new dimension to a posted document where one didn't exist previously, it must be in document, home or dual currency.
  • You cannot edit dimensions on a posted document if its period is closed. This validation is unaffected by the custom setting.
  • You can use the standard Salesforce tracking field history feature on the transaction line item custom object to track changes to these fields. See the Salesforce Help for more information. Remember to add the Transaction Line Item History related list to your page layout.
Warning:

Amendments that you make to a posted source document with intercompany lines are not passed through to the destination document.