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# How to Edit an Invoice

The **Edit Mode** allows you to update invoice information after an invoice has been validated. An invoice can still be opened in Edit Mode while it is linked to a Purchase Order (P.O.); however, some fields remain locked while a P.O. link exists. The **Chart of Accounts** can also be updated separately without entering Edit Mode or removing the invoice from the approval workflow. This guide explains the different ways to edit an invoice and when a P.O. must first be unlinked.

### **What Can Be Edited?**

What you can change depends on the current status of the invoice and whether invoice items are linked to a P.O.

General invoice information that can be edited may include:
* **Total Gross**
* **Invoice Number**
* **Supplier IBAN**
* **Department**

If an invoice item is already linked to a P.O., certain information is locked and cannot be changed directly.

This may include:
* **Item amounts**
* **Taxes**
* **Item Net / Gross**
* **Supplier**

|| Important: [If you need to edit locked fields or change the supplier, you must first unlink the invoice from the P.O.](#3-edit-locked-fields-or-change-the-supplier)


### **Edit the Chart of Accounts Without Edit Mode**

If you only need to update the **Chart of Accounts**, **you do not need to** enter Edit Mode or **remove the invoice from the approval workflow**.

The **Chart of Accounts can be updated until** the invoice has been **finally approved**, provided you have the required permissions.

There are two ways to update the account coding.

**Option 1: Edit in Image Focus**

1. Open the invoice item you want to update.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1t7mxve.png =1132xauto)



2. Click the **pencil icon** to make the accounting fields editable.

 ![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_wv54a2.png =1152xauto)





3. Update the required information, such as:
* **Account code**
* **Cost center**
* Other available accounting fields
4. Click **“Save Changes.”**



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_172aruw.png =1112xauto)




###### Option 2: Edit in Item Focus


**Item Focus** provides an **overview of all invoice items** and can be useful when you need to review or update account coding across multiple items.

1. Switch to **Item Focus** using the toggle in the top-right corner.
2. Click the **pencil icon** next to **Chart of Accounts**.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_n3seaj.png =1169xauto)



3. Make the required changes.
4. Click **“Save Changes.”**

| Updating the Chart of Accounts this way does **not** remove the invoice from the approval workflow.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_mpihms.png =1148xauto)


### **How to Enter Edit Mode**

Use **Edit Mode** when you need to change general invoice information.

1. Open the relevant **invoice**.
2. Click **“Edit Mode”** at the top of the invoice.
3. Confirm that you want to remove the invoice from the approval workflow.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_lpladu.png =1146xauto)



4. Update the available fields.
5. Click **“Save”** to apply your changes.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-08-21-at-14132_1izrv02.png =1153xauto)


|| Note: A P.O. link does not prevent you from entering Edit Mode. However, fields related to linked invoice items may remain locked.



### **Edit Locked Fields or Change the Supplier**

If you need to change information that is locked because the invoice is linked to a P.O., for example the **supplier,** you must first remove the P.O. link.

1. Open the relevant **invoice**.
2. Enter **Match Mode**.
3. Select the **link icon on the invoice item**, followed by the **link icon for the linked P.O. item**.
4. Confirm by clicking **“Yes, unlink items.”**


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1e8ih70.png =1161xauto)


5. Once the **P.O. has been unlinked, return to Edit Mode**. The previously locked invoice fields will now be available for editing.
6. After making your changes, click **“Save.”**

|| Important: If the invoice still needs to be matched to a P.O., remember to match it again after completing your changes.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_nwk8ky.png =1142xauto)



${color}[#0d5068](**Questions or need help?**)
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