What should be initiated if a supplier needs to modify an invoice after it has been processed?

When a supplier needs to modify an invoice after it has already been processed, initiating an adjustment or amendment is the appropriate course of action. This process allows the supplier to make necessary changes to the invoice details, such as correcting errors or updating amounts, while ensuring that the changes are formally recognized and documented in the procurement system.

Adjustments or amendments are essential to maintaining accurate financial records and ensuring compliance with procurement policies. This method is typically guided by the original terms agreed upon between the supplier and the buyer, ensuring that any modifications made follow established protocols and do not create discrepancies in accounting.

Alternative options may not effectively address the situation. For instance, initiating a refund process would imply that a return of funds is needed due to an overcharge or product return, which is not the case when simply modifying an invoice. A force cancel generally applies to orders or transactions that need to be completely annulled, rather than just adjusting an invoice. Finally, generating a new purchase order would be unnecessary since the original invoice can be corrected without needing to create new orders, unless substantial quantities or services are being adjusted. Therefore, initiating an adjustment or amendment is the most direct and systematic way to handle the situation.