Overview
Whether a supplier document comes in by email, drag and drop or a supplier integration, you can check and change its details before you assign it to a job. This is handy if something has been read incorrectly, or an invoice should be a credit note.
In this article we'll cover:
How to open a document to edit
Editing the document details
Editing line items
The tax rate warning
Saving your changes
How to open a document to edit
Step 1. Go to the Supplier Docs page
Step 2. Click the ⋮ menu next to the document and choose Edit [CHECK: exact menu label. The Supplier Document Report uses "Edit Invoice"]
Step 3. The Edit Existing Invoice window opens
You can also edit a document from the Supplier Documents Report: click the ⋮ menu next to it and choose Edit Invoice.
Editing the document details
Field | What you can change |
Supplier | Pick a different supplier, or click + Add New Supplier to create one |
Type | Choose Invoice or Credit Note |
Invoice Number | The supplier's invoice or credit number |
Job Reference | The job or order number. Fergus uses this to match the document to a job |
Date | The date on the invoice |
💡 Note: You can only change the Type before the document is assigned to a job, split across jobs, sent to your accounting software or voided. Fergus also stops you if the supplier already has a document of that type with the same number.
Editing line items
Each line shows the Item Code, Item Name, Quantity, Unit Cost and Unit Sell. Click into any of these to change them. Total Cost and Total Sell are worked out for you.
To add a line, search for the item in Add a Line Item, or pick one from Price Books.
To remove a line, click the × at the end of it.
The Subtotal and Tax are worked out from the lines. You can change the Total incl Tax to match the invoice.
The tax rate warning
If the tax on the document doesn't match your tax rate, you'll see a warning like "The total calculated tax rate of this invoice doesn't equal to 15%. Are you sure it is correct?".
This usually means a line was misread, or the invoice has items at different tax rates, like GST-free items. Check the lines against the invoice.
If the total you've entered is wrong, click Revert to calculated total to use the total Fergus has worked out.
If the invoice really does have that total, you can leave it as it is.
Saving your changes
Click Save Changes when you're done. You can then assign the document to a job as usual.
Thanks for taking the time to read our article. If you have any questions, please get in touch via support@fergus.com