How to View/Edit Invoice Details

Last reviewed: June 9, 2026

On this page

Use this workflow to open a single invoice, review its full detail, and make approved invoice edits when the invoice and your role allow it.

When to use this workflow

Use this workflow when a user needs to review or correct eligible invoice details such as terms, tax, shipping charges, tracking information, customer PO, notes, quantity, unit price, or discount.

Do not use this workflow to force changes to shipped or fulfilled history. If a line came from fulfillment, shipment, return, credit, or payment activity, use the proper source workflow or approved correction workflow.

Before you start

Confirm:

You are working with the correct invoice.
The invoice is not Paid or Void.
Your role is allowed to save invoice edits.
You understand whether the invoice is connected to shipment or fulfillment activity.
The correction is approved by your company process.

Screen path

Dashboard > Sales > Invoicing > View/edit details

Steps

Open Dashboard > Sales > Invoicing.
Search for the invoice.
Select View/edit details on the invoice row.
Review Invoice Information, Customer & Billing Information, Shipping To Address & Information, and Line Items.
If you only need to review the invoice, select Close when finished.
To edit invoice header information, select Edit in the Invoice Information section.
Update only the fields that need correction.
If Tracking Number or Actual Weight is disabled, no shipment is available for that invoice.
Select Save Changes.
If PAX shows a warning about editing after shipping, review it carefully. Continue only if the correction is approved.
To edit line values, select Edit Lines.
Update eligible Quantity, Unit Price, or Discount % fields.
Select Save Line Changes.
If PAX shows a warning about GL adjusting entries, continue only if the correction is approved.
Review the invoice totals after saving.
Use Print Invoice or Print Packing List only after confirming the saved values are correct.

What happens behind the scenes

PAX loads invoice header data, invoice lines, payment terms, and shipment information when the Invoice Details screen opens.

Saving header changes updates the invoice fields that changed. If shipment fields are included, PAX also updates the shipment record for the related order.

Changing payment terms recalculates the due date from the invoice date.

Saving line changes updates existing invoice lines. PAX validates quantities, unit prices, and discounts before saving.

If the invoice has shipment history or has posted to the general ledger, approved invoice edits can create GL adjustment entries. PAX warns before these edits because they affect accounting history.

If the corrected invoice total is fully covered by existing payments and discounts, PAX may update the invoice status to Paid.

Troubleshooting

PAX says the invoice cannot be edited

Likely cause: The invoice is Paid or Void, or your role does not allow invoice edits.

Safe fix: Do not work around the restriction. Use the approved correction, credit, return, or accounting workflow.

Contact support if: The invoice status or your role appears wrong.

PAX warns about editing after shipping

Likely cause: The invoice is connected to shipment history, and the edit may create accounting adjustments.

Safe fix: Continue only when the correction is approved and the shipment/invoice history has been reviewed.

Contact support if: You are unsure whether the change should be made directly.

A line field is disabled or will not save

Likely cause: The line came from fulfillment activity or otherwise must be corrected through the source workflow.

Safe fix: Use the fulfillment or approved correction workflow instead of direct invoice line editing.

Contact support if: The line should be editable and the invoice is open or partially paid.

Save fails after changing payment terms

Likely cause: The terms code does not exist in payment terms.

Safe fix: Select a valid terms code.

Contact support if: The terms code is valid but PAX does not accept it.