Approving an invoice writes a journal entry into your books. From that moment the entry is a statement of what your books said on that date, and Financica never rewrites it in place. Every correction is a new entry that sits next to the original and explains the difference.
That is the ordinary accounting discipline, and it is also what keeps your books provable: a reader can follow what you originally booked, what you later decided, and when you decided it.
One invoice, one journal entry
An invoice owns exactly one posted journal entry. There is no way to end up with two postings for the same invoice, and no way for a posting to survive the invoice it belongs to. If the invoice releases its entry, whether because you removed the approval, voided the invoice, or deleted it, the entry goes with it in the same step.
Choosing the right correction
The amount is wrong, or the invoice should not stand. Use a credit note, or ask the supplier for a corrected document. See Credit notes. The original invoice and its entry stay in the books, and the credit note reduces or cancels them with its own entry.
The accounts or the VAT split are wrong. Post a reclassification entry from Transactions, using New journal entry. It moves the amount from the account it landed on to the account it belongs on, dated when you make the decision.
The cost or income belongs in another financial year. Use the Cut-off tab on the invoice. See Moving a cost or income to another financial year. The posting stays where it is and a separate pair of entries moves the result into the right year.
Where Remove approval fits
Remove approval is not one of those routes. It deletes the journal entry and returns the invoice to "Needs review", so re-approving writes a fresh entry from the invoice's current details. That is the right tool while the period is still open and you have filed nothing on it: the invoice was captured wrong, nobody has relied on the figures yet, and there is nothing worth preserving about the first attempt.
It is not a way to restate a period that is already closed, or a VAT return you have already filed. For those, the correction belongs in a new entry.
Void works the same way on the entry, but it also marks the invoice itself as void. Use it when the document should never have been in your books at all.
Once the period is closed
Closing a period freezes the entries dated inside it. That applies to invoice postings too, so removing approval, voiding, or deleting an invoice whose entry sits in a closed period is refused, and Financica tells you rather than quietly leaving the entry behind.
Two ways forward:
- Correct it in an open period. A credit note, a reclassification entry, or a cut-off pair, dated when you made the decision. This is almost always the right answer, and it is the answer your accountant expects.
- Reopen the period. In Settings > Accounting periods, if the change is one you genuinely mean to make and nothing has been filed on the period yet. Reopening is deliberate and recorded.
What is never blocked
None of this restricts your ability to fix your books. Reversing an entry is always allowed, because a reversal is a new entry of its own and leaves the original alone. What is not allowed is quietly replacing a posting with a different one and leaving no trace that the first one existed.