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How to Update a PO Number on an Existing Invoice

Invoices are generated and emailed automatically to Entrants as PDF files. By their nature, PDF files are not editable and are created as such by design. Once an invoice is generated, it should not be editable as there is a risk of fraud due to Users potentially changing the values. It is possible to amend the PO number on an invoice after it has been generated. Although Entrants have the option to add a PO number there are circumstances where this is missed.

How to Amend the Invoice PO number

  1. Log into the Admiration Interface
  2. Go to Actions>Invoices
  3. Locate the Invoice that you wish to amend the PO number
  4. Select Details from the Actions Menu
  5. On the next page click Update Invoice
  6. Check the Change PO number box
  7. Add or amend the existing number in the text box field that appears
  8. Click Save
  9. The PDFs will be regenerated and available for the Entrant on the Invoice Page or for Admins to email to the Entrant separately
  10. To check the invoice number has been generated correct click on View Invoice

Note – this function will regenerate all the non-finance data on an invoice. The finance data is non-editable which is why Credit notes can be issued. If you want to change the value on the invoice then the Revoke functionality is available if the invoice remains unpaid. If the invoice has been paid then the only option is to issue a Credit Note and Refund.