Cancel an Invoice

1. Open the Finance > Invoices DataGrid from the main menu

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2. Find the Invoice you want to cancel by applying filters and/or searching the Invoices DataGrid via the search bar at the top right hand side of the Invoices DataGrid

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3. Make sure that the Invoice Reference and Invoice ID are included in searches made from your DataGrid search bar
   Click on the arrow button attached to the right of the DataGrid Search to change which columns are referenced when you search

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4. Use the search bar to find your Invoice
   Searching the Invoice Reference is the most common way to search for Invoices, you can also search by the Invoice ID

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5. Review the results in your DataGrid to find the specific Invoice that you will be cancelling

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6. Once you have found the Invoice in the Invoices DataGrid, right-click on it to view the context menu options for this Invoice

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7. Click on the ‘View’ context menu option

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8. This will take you to a view of the Invoice

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9. Confirm the contents to ensure you are looking at the right Invoice

1. Once you have located your Invoice within the Invoices DataGrid, right-click on the Invoice and select ‘Cancel’ from the context menu

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2. This will open up the Cancel Invoice pop-up box

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3. If you wish to Cancel the Invoice using a Credit Note, you can tick the ‘Create a Credit Note’ Checkbox, selecting this tick box would mean a Credit Note for the same amount that you are cancelling would be created and applied as a Transaction.
   
   As a result, there would no longer be an outstanding amount that the customer has to pay, this method is used when you are writing off the amount owed, as you don’t expect to receive the amount back.

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   If you don’t tick the Create a credit note option, then the amount would still be outstanding, this is often used when money is still owed, but the wrong transaction method was used to capture payment, not selecting this option would mean payment Transactions could still be taken against the Invoice to pay it off
   
   

4. If your Invoice has specific items within it such as Products and Services and you wish to cancel only these items, you can select them from the 'Invoice Items' menu so that the action you are taking relates to a specific item on the Invoice.

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5. Once you are happy, click the ‘Confirm’ button

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6. You will receive a prompt to confirm you are happy with the changes made, click the ‘Yes’ button

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7. You will now see within the DataGrid that the Invoice has now been ‘Cancelled’

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If you have accidentally cancelled an Invoice by mistake, please raise a ticket with our Support Team who will be able to assist you with this.

We DO NOT recommend that any of the following tasks are completed by customers, as this can cause issues with auditing:

• Deleting Invoices

• Deleting Credit Notes

• Deleting Payment Gateway or Credit Note Transactions

• Editing the figures on an Invoice after creation

• Editing the figures on a Credit Note after creation

• Adding Line Items

The above can lead to incorrect Invoice Statuses, Paid/Outstanding amounts, etc.

If any of the above tasks need to be carried out or you have an Invoice that is in the status of Completed and needs amending, please raise a ticket with our Support team along with an explanation as to why the task needs to be carried out and they will let you know if the requested action is possible, or alternatively the best next steps.