Make changes to a printed invoice (or credit note)

This is an easy mistake to make. How you correct it depends on how you've entered the invoice and where it is in the invoice process.

Invoices / credit notes from the Invoicing module

  • Invoices created from the Invoicing module can be amended until they are printed.

  • Once printed, the invoice can only be cancelled as the invoice is now a legal document. You then create a new one new invoice / credit note with a new number.

  • Once the invoice has been posted to the customer's account, you can reverse or correct the posted transaction, but this doesn't update the original invoice / credit note document sent to the customer.

Open: Invoicing > Processing > Cancel Invoices and Credit Notes.

  1. Choose the invoice / credit note from the list.
  2. Click Cancel Document.
  3. Enter a reason, if you want to. This just help to keep track of why invoices have been cancelled.

Open: Invoicing > Invoicing List > Enter New Invoice / Enter New Credit Note.

  1. If the new invoice needs to have the same items as the original then you can copy the original and make the necessary changes.
    1. Just choose Copy at the bottom of the screen
    2. Find the cancelled invoice / credit note from the Copy From drop-down list and click OK.
  2. Enter or the required details and Save.
  3. Print and post the invoice / credit note as usual.

Invoices / credit notes created from Sales Orders

Once an invoice / credit note has been created from a sales order or return, you'll need to cancel the invoice / credit note and reprint it.

  • You can change the address or order number and re-print the invoice but for anything else the invoice / credit note can only be cancelled as the it's now a legal document.

  • This just cancels the lines included on the invoice / credit note, not the sales order / return it was linked to. These lines will still be shown as allocated and despatched. If you need to make changes to quantities on existing lines, you'll need to Amend Despatch first.

  • Once the invoice has been posted to the customer's account, you can reverse or correct the posted transaction, but this doesn't update the original invoice / credit note document sent to the customer.

Open: Sales Orders > Processing > Cancel Invoice.

  1. Choose the invoice from the list.
  2. Click Cancel Document.
  3. Enter a reason, if you want to. This just help to keep track of why invoices have been cancelled.

Open: Sales Orders > Sales Order list.

  1. Select the sales order or return from the list and click Amend.

  2. Make the required changes to the sales order / return.

    Don't forget to amend the despatch if you need to change the quantities.

    If you're just changing the invoice date, you only need to print the invoice again.

  3. Print the invoice / credit note again. It will now have a new invoice number.

Invoices and credit notes posted to the customers account

To maintain the integrity of your data, you can't delete transactions once they're posted. In general when you correct mistakes a reverse transaction is created with the same details as the original and a new transaction with your corrections is created.

When changing the date of a posted invoice or credit note:

  • The reversal transactions are posted using the original date.
  • The new transaction is posted with the new date.
  • If the original transaction was posted to a closed period, the reversal transactions are posted to the next open period. To post the correction to the same period, remember to reopen the period first.
  • If the invoice came from Invoicing or Sales orders, this doesn't update the original invoice / credit note document sent to the customer.

Open: Customers > Amend Transactions > Correct Transactions.

  1. Select the customer account.
  2. If the invoice / credit note is allocated, you'll need to unallocate it first.
    1. Highlight the transaction and click Allocations.
    2. Make sure it's selected on the next screen and click Reverse. Then choose Debit and Credit.
    3. Click Save and then Close the Amend Allocations screen. This returns you to the Correct Transactions screen
  3. Make sure the invoice or credit note is still highlighted and click Correct.
  4. Change the date and click Post corrections.
  5. If required, allocate the new invoice back to the receipt.

See Correct posted customer transactions.

See also

Related information

Amend an allocated transaction

Entered the wrong date when generating payments?

See payments for a specific payment group

Correct a transaction entered for the wrong bank account

Change the date of a sales invoice or credit note

Other useful information

Correct posted customer transactions

Correct posted supplier transactions

Amend or correct posted nominal transactions

Create journal entries