Voiding an invoice and issuing it again

Void is for an issued invoice whose claim should no longer stand. It withdraws that invoice from revenue and receivables, reopens the order, and leaves the document and its payment history where they were. The audit trail keeps who did it, when, and the reason they gave.

If the corrected work still needs billing, reissue is the second, separate act. It freezes the order’s current approved work into a new invoice with a new number and links it to the void one. It never edits or replaces the file a customer may already hold.

Void the old invoice

1. 1

   Step 1: Open the void

   On the order, open the arrow beside the Order Status button in the rail. Somebody with the refunds key sees Void invoice… there while the order has a live invoice; the void itself is refused until all recorded invoice and tip money has been returned. On the classic order screen the same control is Void this invoice… in the invoice panel, drawn only after that money has been returned.

2. 2

   Step 2: Write what was wrong

   In the reason box — on the classic screen it is labelled Plain-language reason for voiding the invoice — write a specific explanation another person can understand later. The field is required and holds up to 500 characters; a blank reason is refused.

3. 3

   Step 3: Press Void invoice

   The old number becomes VOID. Its issued document and ledger stay in history, and any deposit that had been applied becomes available to the order again rather than disappearing.

What void and reissue refuse

Correct the order, then reissue

1. 1

   Step 1: Make the correction

   After the void, edit the reopened order. The replacement reads the current approved jobs, prices and customer facts; it does not copy a hidden version of the old invoice.

2. 2

   Step 2: Review the voided bill

   In the rail's Payments & Transactions the voided bill stays listed, struck through, with its reason; once the replacement exists it also says which bill replaced it. The classic order screen shows the same as a void card, marked VOID, with its reason and the time it was voided. Read that reason before making the replacement so the new document answers the problem the first one had.

3. 3

   Step 3: Press Reissue invoice

   Once the current work is approved, the Order Status button in the rail reads Reissue Invoice (on the classic screen, the primary action Reissue invoice). It creates one linked invoice with a new number and captures a new PDF. Review that new invoice before sending it; nothing is sent to the customer by the void or reissue itself.

For the append-only correction that makes void possible, read One payment across many invoices. To see both documents later, stay on the order: once there is more than one, Payments & Transactions in the rail lists every invoice on it, the void one struck through; Reports reads the void as a withdrawn claim and the replacement as the new one.