INVOICING - Void an Invoice & Invoice Lock Down
VOID AN INVOICE
You can only void an invoice that is in Draft.
If the invoice is approved or sent then you would need to create a credit note against it and re-create a new invoice.
If the invoice has not been sent to your customer, after you create the credit note, you can select both the invoice and matching credit note and export to Default CSV...
Then select 'Mark as Exported'...
This will flag them both as exported but they will NOT be in Xero (and will not appear on your customer's statement).
Invoice Lock Down
Invoices are locked down for a couple of reasons.
Once an invoice has been Approved and Sent (printed or emailed) it can be exported into your accounting system. Once it is exported then there is no way that you want the ability to edit this inside IQ.
Having the ability to do this can lead to all sorts of issues with the invoice not matching the your accounts package, and could lead to the ability of possible fraud.
The printIQ workflow is that you have the ability to make changes all the way up to printing or emailing the 'approved' invoice. You have the ability of printing the 'Draft' invoice and if you need to send an invoice to your client for approval before sending the final confirmed invoice then we suggest you use this ability.
Once it it marked as 'Sent' or 'Exported', and you need to make changes then your options are to either Credit the entire invoice and reissue a new invoice (These will be different numbers due to auditing issues) and make the amendments that you require.
An other option is that you make the adjustments in your accounting package and control this from within there. Then you will need to managing the payments and credits out of your accounts package as the invoice will not be amending the invoice printIQ.
Once an invoice has been Approved and Sent (printed or emailed) it can be exported into your accounting system. Once it is exported then there is no way that you want the ability to edit this inside IQ.
Having the ability to do this can lead to all sorts of issues with the invoice not matching the your accounts package, and could lead to the ability of possible fraud.
The printIQ workflow is that you have the ability to make changes all the way up to printing or emailing the 'approved' invoice. You have the ability of printing the 'Draft' invoice and if you need to send an invoice to your client for approval before sending the final confirmed invoice then we suggest you use this ability.
Once it it marked as 'Sent' or 'Exported', and you need to make changes then your options are to either Credit the entire invoice and reissue a new invoice (These will be different numbers due to auditing issues) and make the amendments that you require.
An other option is that you make the adjustments in your accounting package and control this from within there. Then you will need to managing the payments and credits out of your accounts package as the invoice will not be amending the invoice printIQ.
Related Articles
Invoicing - Emailing an invoice to multiple contacts
Introduction Multiple contacts can be flagged as ‘invoice defaults’ against a customer record to be included when an invoice is emailed out. From the ‘Customer Details’ screen, make your way down to the Contacts section. Here you can easily see what ...Invoicing Method Dropdown Selection (applies to Detailed Invoicing only)
The following applies when invoicing by operation only (Detailed Invoicing) the quantity on each operation line can be controlled by IQ. The Invoicing Method can be configured for Guillotines, Presses and Operations. When invoicing by job, the ...Disable creation of draft copy in invoice
How to disable the creation of a draft copy of an invoice in Settings. Settings > Search draft > Invoicing_Can CreateDraftCopy marked as No. Expected Outcome : The Create Draft Copy option is missing. If Settings > Search draft ...Partial Invoice and Deposit workflow
Deposits A deposit enables charging for a portion of the job as a deposit before commencing production. Only one deposit can be created per job or order. A deposit cannot be created if an invoice exists for the order: When the order is subsequently ...Invoicing Mode
Invoicing can be configured to prompt the user to choose the way the invoice is to be structured. With this configured you get a confirmation modal before creating an invoice which asks how you would like to invoice. You can set different invoice ...