How to Manually Override an Invoice
Manual Override lets you correct an invoice in Suppli directly, including its outstanding balance, issued amount, issue date, and due date, without creating a charge, a payment, or a credit. It is most often used to bring Suppli in line with your ERP: marking an invoice as paid, reopening one that was closed in error, or fixing a balance that synced incorrectly.
Read this first: an override is temporary
Three things about how an override behaves, and they change how you should use it.
No money moves. No payment, refund, or credit is created, and nothing is sent to a card or bank account.
Nothing is sent to your ERP. The override changes only Suppli's copy of the invoice. Your ERP and your general ledger are untouched, so the two systems now disagree.
Your ERP wins the next time it sends that invoice. Nothing marks an overridden invoice as protected. The next sync that changes that invoice writes your ERP's numbers back over your override, without warning you. If the invoice never changes in the ERP again, your override stands.
So an override is a temporary local correction, not a fix. If the reason the number is wrong lives in your ERP, correct it there; otherwise, the wrong number comes back.
When to use it
A sync error or a typo left the wrong balance in Suppli and your ERP is already correct, or is being corrected.
Your ERP shows the invoice as settled or written off and Suppli has not caught up.
An invoice was closed in error and you need to collect on it again.
When not to use it
Instead of overriding | Do this |
|---|---|
Recording a payment you received | Use Receive Payment, so the payment is recorded, applied, and reconcilable. An override leaves no trace of the money |
Giving a discount or writing off a balance | Issue a credit memo in your ERP |
Refunding a customer | Use Issue a Refund |
Anything you have not also corrected in your ERP | Fix it in the ERP, or expect the override to be overwritten |
How to apply an override
Find the invoice. To reopen an invoice that is already paid, look on the Paid Invoices tab.
Click the three dots next to the invoice, or open the invoice sidebar.
Select Manual Override, near the bottom of the list just above Delete Invoice.
Update any of the fields shown: Issue Date, Due Date, Issued Amount, Outstanding Amount. Only the fields you change are applied.
Add a memo explaining why. It is saved with the change, and it is what your team will rely on later.
Click Apply Override.
The invoice reflects the new values immediately.
What zeroing the balance also does
Setting the outstanding amount to $0 does more than mark the invoice paid:
The invoice moves to Paid and drops out of aging, collections, and past due reminders.
Your customer no longer sees it as owed in their portal.
Any open Promise to Pay covering that invoice flips to Completed.
Reopening the invoice reverses all three. It becomes collectible and can be included in reminders again.
Good to know
Who can do it. Manual Override requires the Manage ERP Objects permission. Without it the option appears greyed out. An admin on your team can grant it under Settings > Company > Team Management.
When it is unavailable. You cannot override an invoice that is part of a pending payment or an active payment plan. The option is greyed out with a note to wait until the payment or plan completes. This is the most common reason the option will not click.
What the form allows. The outstanding amount cannot exceed the issued amount, so raise the issued amount too if you need a larger balance. The issued amount has to be greater than zero. The issue date cannot be in the future, and the due date has to be on or after the issue date. Apply Override stays disabled until you change something.
Every override is recorded. The invoice's activity timeline shows an Override entry with the date, the previous outstanding amount, the new outstanding amount, and an Override ID. You can add a memo to that entry from the timeline using Add Memo. You can also review every override on your account in the ERP Overrides report, which includes the previous and new values, the override ID, and who created or edited it.
Credits and deposits too. The same action is available on credits and deposits, with the same rules. Those have no due date.
Getting help
Email support@gosuppli.com with the invoice number and what the balance should be. If the number keeps reverting after you override it, that means your ERP is still sending the old value, so tell us that too and we will look at the sync rather than the invoice.