Creating correction invoices
Deleting invoices is not possible for bookkeeping purposes. Deleting invoices would create gaps in the financial history and would cause inaccurate reporting. Instead of deleting an invoice, to keep records intact, it is possible to create a correction invoice.
There are different steps for sent invoices and invoices that are still open, please make sure to carefully check which steps you need to follow!
Creating correction invoices
When you create a correction invoice, you will have two opposing invoices that cancel each other out.
An invoice that is issued to the customers, creates a positive financial record. For example: €500. By creating a correction invoice, a negative financial record is created. For example - €500. The positive amount from the invoice and the negative amount from the correction invoice cancel each other out. €500 - €500 = €0.
Invoices with the status Sent
Take the following steps:
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In the App, go to Menu > Invoices
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Click on the Invoice line/customer
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Click on the three dots and select View history
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Select the invoice you want to correct
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In this invoice, click on the three dots > Correct sale
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Remove all the products from this invoice sale
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Click the red Refund button and select payment method Invoice
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This correction sale functions as a Credit note, and this refunded invoice will appear under the Open status
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Both the original and correction invoice now need to be closed by “Paying” for the Invoice (recommended payment method: external payment)
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Go into both invoices, click the Pay button, and select External payment method. Make sure whichever payment method you choose, they need to be the same for the original and correction invoice.
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To send the “Credit note” of the corrected invoice, go into the now closed invoice > click the three dots > Share invoice.
Invoices with the status Open
Take the following steps:
- In the App, go to Menu > Invoices
- Click on the Invoice line/customer
- Click on the three dots and select View history
- Select the invoice you want to correct
- Click on the three dots > Correct sale
- Remove the products
- Click the red Refund button and select payment method Invoice
- Choose ‘Use existing’ invoice and choose the open invoice you want to add the credit note to (this should automatically be set to the right one, but always make sure to double check).
- The total invoice amount will now include the original sale and the correction invoice adding up to €0 and the invoice will automatically be closed
When there is a difference between the original invoice amount and the correction invoice amount, if desired, you could send your customer a message with the amount they need to transfer to your bank account.
Video example: https://youtu.be/ssg988vTe8M
Editing invoice details
If an invoice has already been sent you cannot edit it anymore. You would have to correct and cancel the invoice, and create a new one with the correct information.
When creating an invoice you can add a note, which will be visible on the specification page on the top left corner. That’s where you can then add a purchasing number or reference for example. Keep in mind that the summary page (the page before the specification page) does not include this number.