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.

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

Open the invoice item you want to update.

Click the pencil icon to make the accounting fields editable.

Update the required information, such as:

Account code
Cost center
Other available accounting fields

Click “Save Changes.”

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.

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

Make the required changes.
Click “Save Changes.”

Note: Updating the Chart of Accounts this way does not remove the invoice from the approval workflow.

How to Enter Edit Mode

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

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

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

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.

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

Once the P.O. has been unlinked, return to Edit Mode. The previously locked invoice fields will now be available for editing.
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.

Questions or need help?
Our customer support is always available to help with any questions or setup assistance

Contact us
Email: support@digitalpurchaseorder.com
Support: +1 888 DPO 7254
Support Int'l: +44 20 331 88 338
Berlin Office: +49 (0)30 55 572 5956

Or book a personalized support call
We look forward to hearing from you.

Updated on: 21/08/2026

Was this article helpful?

Thank you!