Updated 10/29/2025
Reverse Posted Purchase Invoices
Posted Purchase Invoices are reversed using one of three options: Cancel (reverse the invoice), Correct (reverse the invoice and create a copy), or Create Corrective Credit Memo (reverse the invoice but adjust how the reversal is made).
Cancel a Posted Purchase Invoice
Canceling a posted purchase invoice credits the expenses used in the invoice and debits the associated payable account, closing the vendor payable. This option can only be used if no payment has been applied and it includes a single dimension set (combination of Fund/Department/Function).
1. Navigate to Expenses>Posted Purchase Invoices.
2. Search or filter for the invoice needing to be canceled.
3. Select the invoice needing to be canceled, choose the Correct dropdown menu, and then Cancel. Choose "Yes" to confirm this action.
4. A credit memo is automatically created and posted which closes this purchase invoice. You will be given an option to view this credit memo.
5. From the Posted Purchase Invoice view, confirm the posted purchase invoice is canceled by reviewing the Remaining Amount, Closed, and Canceled fields. The Remaining Amount should be zero, Closed should be Yes, and Canceled should be Yes.
Correct a Posted Purchase Invoice
Correcting a posted purchase invoice first cancels the original invoice and then creates an exact copy that can be edited and reposted. This option can only be used if no payment has been applied and it includes a single dimension set (combination of Fund/Department/Function).
1. Navigate to Expenses>Posted Purchase Invoices.
2. Search or filter for the invoice needing to be corrected.
3. Select the invoice needing to be corrected, choose the Correct dropdown menu, and then Correct. Choose "Yes" to confirm this action.
4. A copy of the original invoice is created and can be edited and reposted.
Note: Vendor Invoice Numbers cannot be reused by vendors. You will need to increment the Vendor Invoice No. before posting.
5. From the Posted Purchase Invoice view confirm the new posted purchase invoice is posted and the original is cancelled. The canceled purchase invoice will have a Remaining Amount of zero, Closed will be Yes, and Canceled will be Yes.
Create a Corrective Credit Memo
Corrective Credit Memos reverse/cancel the posted purchase invoice by creating an offsetting document to zero the original invoice amounts. This option can be used when an invoice has already been paid or if it contains multiple dimension sets (combinations of Fund/Department/Function).
Note: If multiple dimension sets are used in the invoice to be canceled, multiple Credit Memos must be used; one for each dimension set.
1. Navigate to Expenses>Posted Purchase Invoices.
2. Search or filter for the invoice needing a credit memo.
3. Select the invoice needing a credit memo, choose the Correct dropdown menu, and then Create Corrective Credit Memo.
4. A Purchase Credit Memo will be created automatically, prepopulated with information from the Posted Purchase Invoice. A Vendor Cr. Memo No. needs to be entered before posting (red). Updating the Posting Date (green) will effectively reverse the purchase invoice as of a new date. Updating the Account (blue) allows you to reverse the invoice to an account other than the original expense account.
5. Under the Credit Memo Details section, confirm the Fund/Department values match the Fund/Department values used in the Lines (above). It is not supported for a Credit Memo to use multiple dimension sets (combination of Fund/Department).
6. Once the Purchase Credit Memo is complete, choose Home>Post. Choose Yes to confirm the posting of the credit memo.
7. The credit memo is posted which closes this purchase invoice. You will be given an option to view this credit memo.
8. From the Posted Purchase Invoice view, confirm the posted purchase invoice is canceled by reviewing the Remaining Amount and Closed. The Remaining Amount should be zero and the Closed should be Yes.