Current Behavior:
Once an invoice is created for a Purchase Order (PO), if that PO is later closed, the system prevents the user from withdrawing or canceling the invoice. The following error message is displayed:
"Only credit memos and invoice lines for discount, freight, and extra cost are allowed for closed purchase orders."
In cases where an invoice was created incorrectly, and the related PO gets closed, the invoice remains in Approved status. This causes the invoice to continue appearing in the list of Approved but Unpaid Invoices, even though it should no longer be valid or payable.
Business Impact:
- Users are unable to mark the invoice as incorrect or cancel it once the PO is closed.
- The invoice remains active in financial and tracking reports, leading to confusion and inaccurate payment reporting.
Example Use Case:
A user approves an invoice against a PO. Later, it’s discovered that the invoice contains an error. However, before the correction can be made, the PO is force-closed. At this point, the system does not allow withdrawal or cancellation of the invoice, leaving it in an unpayable but “Approved” state.
Expected / Requested Enhancement:
We request an enhancement that allows users to withdraw or cancel invoices that are still in Approved status even after the related PO has been closed, provided that the invoice has not yet been posted or paid.
This would enable:
- Proper correction of invoice errors without reopening the PO.
- Exclusion of incorrect invoices from payment processing and tracking reports.
- Improved accuracy in accounts payable and financial reporting.