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An invoice that is booked in Exact Online can still be changed from Glimps. Glimps writes the change to Exact, reads the booking back to check it, and keeps a history of every change. You do not have to open Exact.

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Where to start

Open the invoice in the archive, or open its link. Above the purchase entry you find the Change invoice card. Click Change. Glimps asks Exact what can still change. This takes a moment. What you can change depends on how the invoice was booked: An invoice that was matched to a purchase order in your own system, not in Exact, counts as an invoice without an Exact purchase order. Its match in your own system is not updated automatically.

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Changing an invoice without an Exact purchase order

1

Open the invoice

Click Change. The invoice opens in the normal invoice screen, editable again. A banner says You are changing a booked invoice.
2

Make your changes

Edit everything as usual: the supplier, the invoice number, the dates, the period, the payment terms, and every line with its ledger account, cost center, amount and VAT. You can add and remove lines.
3

Save in Exact

Click Save in Exact. It takes the place of Send. Glimps sends only what you changed, then reads the booking back from Exact.
Nothing reaches Exact until you click Save in Exact. If you close the screen first, your changes stay in Glimps. The card then says You have changes that are not in Exact yet., and Continue opens them again. Undo changes in the banner puts the invoice in Glimps back as it is booked. Exact does not change.

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What Glimps refuses

Glimps checks these before it writes anything to Exact:
  • The lines must add up to the invoice total.
  • An invoice cannot become a credit note, or back. Delete the booking and book again.
  • The currency cannot change. Delete the booking and book again.
  • A booking needs at least one line. To remove everything, delete the booking.
  • A new period must exist in Exact and be open.
  • Exact keeps at most 60 characters of the description and 30 characters of the invoice number.
  • If someone changed the booking in Exact after you started, undo your changes and start again.

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Changing an invoice booked against an Exact purchase order

Click Change. The Change booking panel opens, with the values Live from Exact in three sections: Invoice, Payment and Lines. You can change the Description, Your ref. (supplier invoice number), Remarks, Due date, Payment condition and Payment reference. A changed field shows the value it replaces. Click Save in Exact. Glimps confirms with Changed in Exact and lists each change, old to new. The lines are shown, but they stay as booked. Glimps cannot change the lines of a purchase order invoice in Exact. To change them, do it in Exact itself. A different payment condition can make Exact calculate a new due date.

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When the money of an approved invoice changes

If you change the amounts or the supplier of an invoice that is already approved, Save in Exact first asks This invoice is already approved. You choose: When you ask again, Glimps asks Who needs to approve again?:
  • The same approvers: the same people, in the same order as the first approval.
  • Choose someone else: an approval flow, a colleague or a group, as when you book. You can add a message.
If asking again fails, the change is still in Exact and the payment is released as it was approved. Glimps tells you. Opening a booked invoice to change it does not add an approver from your approval rules. Its approval only changes through this choice.

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Deleting the booking

Click Delete booking in the banner. Glimps deletes the booking from Exact, and you choose what happens to the invoice:
  • Back to the dashboard: the invoice returns to the dashboard, where you check it and send it as a new booking. Approval is decided again.
  • Delete completely: the invoice is removed from Glimps too. Use this for a duplicate or a wrong invoice.
You can only delete a booking while it is open, unpaid, and in an open period, and only for an invoice without an Exact purchase order. A new booking starts with an empty change history.
A booked invoice cannot be deleted with Delete on the dashboard. If it was booked while your screen was open, Glimps says Already booked and leaves it where it is. Use Delete booking instead.

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When a change is not possible

If nothing can change, the card says Cannot change now, with the reason and what to do. Fix it, then click Check again. You can still change the description, the invoice number, and the ledger account, cost center and description of the lines. Exact refuses changes to the amounts, the VAT, the supplier and the payment terms.
  • In a payment batch: take the invoice out of the payment batch in Exact first, then check again.
  • Paid: correct the difference with a credit note.
Glimps cannot see whether the VAT return for the period has been filed. Check that before you change amounts or VAT in a period you already declared.

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What Exact answers

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The change history

Every change you save appears on the card under Changed from Glimps. Each change shows the approval choice first, then the invoice fields, then each line by its number. The old value is struck through next to the new one. Click Show all [number] changes to see the older ones.

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Invoices that are not booked yet

If your company books after approval, an invoice that waits for approval is in the archive as Not booked yet. It is not in Exact, so you change it as a normal invoice. Click Change on the Change invoice card, edit the invoice, and click Send. If it was already (partly) approved, Glimps asks the approvers again.