To edit or void a sales invoice

If you enter a sales invoice with incorrect details or in error, you can’t delete the invoice, but you can amend it or mark it as void.

Voiding an invoice removes its values from Accounting, but it remains in your accounts so the invoice numbers are sequential and you can view it if required.

If the invoice has a draft status, you can delete it as it doesn’t have an invoice number allocated to it and its values don’t appear on your ledgers.

How you edit or void the invoice depends on whether it has been paid by a payment or a credit note and, if you use the Standard VAT scheme, whether it’s been included in a VAT Return.

In order to void or edit saved invoices, you need full access to the Sales option. If you have restricted access, you can only edit or delete draft invoices.

Editing/voiding an invoice that includes stock items

Any edits to stock lines will update the Goods Out transaction within the stock activity.

If you void a sales invoice, it will delete the stock movement too and adjust the stock levels.

To edit or void an unpaid non-VAT reconciled invoice

To edit the invoice

  1. Go to Sales then click Sales Invoices
  2. Click the relevant invoice.
  3. Click Edit, then amend the details as required.
  4. Click Save.

You’ve successfully amended the invoice and the new values appear in your accounts.

To void the invoice

  1. Go to Sales then click Sales Invoices
  2. Select the checkbox next to the invoice you want to void.
  3. From the action toolbar, click the Delete button.
  4. Enter the reason for voiding the invoice, for example, entered in error. Then click Yes.

The status of the invoice now shows as Void and the values no longer appear in your accounts.

To edit or void an invoice paid with a customer receipt

Before you can edit or void the invoice, you first need to delete or unallocate the receipt.

If the receipt was entered in error, you can delete it and the values are removed from your accounts. If the receipt entered was correct, but you need to void or edit the invoice it was allocated to, you can unallocate the invoice and receipt. The receipt then becomes a payment on account which you can allocate to another invoice if necessary.

If you need to delete the receipt and it’s been bank reconciled, or you use the VAT cash accounting scheme and it has been included in a VAT Return, you can’t do this. Instead, you should follow the steps below to unallocate the receipt. Once you’ve unallocated it, to correct the values in your accounts, you can post a customer refund with the same details as the original receipt. If the receipt was VAT reconciled, the next time you run a VAT Return the refund is included and your VAT liability is adjusted accordingly.

To delete a customer receipt

  1. Go to Banking, then click the bank account the receipt was paid into.
  2. Within the Activity tab, select the check box next to the relevant receipt.
  3. From the action toolbar, click the Delete button.
  4. When prompted, click Yes.

You’ve successfully deleted the receipt. If the invoice hasn’t yet been included on a VAT Return, please refer to To edit or void an unpaid non-VAT reconciled invoice. If it has been included on a VAT Return, please refer to the following section To reverse an unpaid VAT reconciled invoice.

To unallocate a customer receipt

  1. Go to Banking, then click the bank account the receipt was paid into.
  2. Within the Activity tab, select the check box next to the relevant receipt.
  3. From the bottom of the Customer Receipt window, clear the checkbox for the relevant invoice.
  4. Click Save.
If the receipt covers multiple invoices and you unallocate one of them, the remaining invoices are unaffected.
  1. When prompted to save the unallocated amount as a payment on account, click Yes.
  1. If you use the VAT Cash AccountingScheme, choose the appropriate VAT rate for the payment on account then click Yes.

You’ve successfully unallocated the customer receipt and the invoice. The payment on account is now available to allocate to another invoice, or the same one again, once amends have been made.

If the receipt was bank or VAT reconciled and was entered in error, to correct the values in your accounts, you must post a customer refund.

If the invoice hasn’t yet been included on a VAT Return, please refer to To edit or void an unpaid non-VAT reconciled invoice. If it has been included on a VAT Return, please refer to the section To reverse an unpaid VAT reconciled invoice.

To edit or void an invoice paid with a credit note

When you allocate a credit note to an invoice, or create a credit note from within an invoice, a customer allocation transaction is created. Before you can edit or void an invoice that’s been paid using a credit note, you must remove this allocation.

If the credit note has also been VAT reconciled and was for the same value as the invoice, and you need to amend the details of the original invoice, simply create a new invoice with the correct details. If the credit note was VAT reconciled and only covered part of the invoice, create another credit note for the remainder of the invoice. If required, you can then enter a new invoice with the correct details.
  1. Go to Contacts, then click the relevant contact.
  2. Within the Activity tab, click the relevant customer allocation transaction.
The date of the transaction is the date you allocated the invoice and credit note.
  1. Clear the check boxes for the invoice and the credit note you want to unallocate.
If you allocated multiple transactions at the same time, and you only want to unallocate one invoice and credit note, the remaining transactions are unaffected. If the credit note covered multiple invoices, click the credit note then amend the amount to pay and click Save. For example, if the invoice was for £50 and the credit note was £100, the amount to pay should be -£50.
  1. Click Save.

You’ve successfully unallocated the sales invoice and credit note which are now outstanding. If the invoice hasn’t been included on the VAT Return, please refer to To edit or void an unpaid non-VAT reconciled invoice. If it has been included on a VAT Return, please refer to the following section To reverse an unpaid VAT reconciled invoice.

To reverse an unpaid VAT reconciled invoice

You can’t edit or void an invoice once it’s been included in a VAT Return, instead you need to reverse the effect of the invoice by posting a credit note with the same details.

  1. Go to Sales then click Sales Invoices.
  2. Click the relevant invoice.
  3. Click Add credit note.

The credit note shows the same details as the original invoice. As you’re reversing the invoice, you shouldn’t change these details.

  1. If required enter a reference, for example, Invoice reversal.
  2. Enter any notes, then click Save.

You’ve successfully reversed the invoice. The next time you run a VAT Return, the credit note is included and your VAT liability is adjusted accordingly. If required, you can now enter a new invoice with the correct details.

Undo a voided invoice

For audit purposes, unfortunately, it’s not possible to reverse a voided invoice. A voided invoice will always appear on the Audit Trail report but it won’t show up or be included in any other reports.