Keep the original invoice, obtain a properly issued correction or explanation and connect it to the same order and payment. State the actual date and reason for the change. The goal is a verifiable history; it is not to create the appearance that every document agreed from the beginning.
Use a reconciliation note that another person can follow
Identify the original document, the corrected field, who supplied the correction and the evidence supporting it. Check that tax, delivery and accounting records remain consistent with the explanation. If the change affects the contracting party rather than a spelling error, have the underlying obligations reviewed.
Do not treat a newly printed invoice as automatically resolving contractual uncertainty. Notes fail when they explain the conclusion instead of the evidence. A reader who was not in the room needs the order number, the original invoice number, the field that changed, the date of the corrected document and the name of the person at the supplier who issued it — five items, in that order, on one page.
Attach the correspondence behind each. The reason for the discipline is evidentiary rather than aesthetic: the file must show one transaction with a traceable history, because committed and at-risk capital is proved by what can be followed, not by what can be asserted. Hypothetical example: a pension administration vendor reissues an invoice changing only the legal entity name after an internal merger, and the note records the merger certificate as the supporting document.