There are two ways to undo a bill, and they are not the same. Cancelling keeps the bill and its number. Deleting throws both away.

Which one do you want

Cancel when the bill was real but is not being paid. A booking fell through, the customer changed their mind, a cheque bounced. The bill stays in your list marked as cancelled, keeps its number, and stops counting towards your sales. Your records stay complete and your numbering stays unbroken.

Delete only for a bill that should never have existed. A duplicate, or one raised on the wrong customer and spotted straight away. The bill, its number and its history all go for good.

If you have already been paid and something needs taking off the bill, a credit note is usually the right answer instead of either of these. It keeps the bill and records what is coming off it, which is what the customer's copy and your tax records need.

Cancel an invoice

  1. Go to Invoices.
  2. Find the bill, open the three dots menu on its row and press Cancel invoice.
  3. Decide about Put the products back into stock. Tick it if the items came back to you, leave it off if the customer kept them or they were used.
  4. Add a reason if you want one on the record.
  5. Confirm.

The window tells you what follows:

The bill stops counting towards your sales figures.

Money you already took does not go back to the customer by itself. It stays on their payment as unused credit, and you can refund it or put it towards another bill from the Payments In screen.

Delete an invoice

  1. Go to Invoices.
  2. Find the bill, open the three dots menu on its row and press Delete.
  3. Read what the window tells you, and tick Put the products back into stock if the items are coming back.
  4. Confirm.

You will be warned in plain terms:

Deleting it removes the bill, its number and its history for good.

There is no undo. Nothing on the deleted list brings a bill back.

If it will not let you delete yet

Some bills have other documents standing on them, like a payment or a credit note. You will see the bill named, then:

can't be deleted yet. These are still standing on it

The window lists what is holding it up, and you can open each one from there. Deal with them and the bill frees up.

If instead you are told it could not check what the invoice is linked to, nothing has been deleted. Press Try again.

Cancelled bills cannot be deleted

Once a bill is cancelled, Delete disappears from its menu. That is deliberate. Cancelling exists to keep the document and its number on the record, and deleting it afterwards would undo exactly that.

Find a bill that was deleted

  1. Go to Invoices.
  2. Press the three dots button at the top right, then Deleted Invoice.

The list shows the Invoice No., Customer Name, Issued Date and branch, along with Deleted Date and Deleted By.

You cannot bring anything back from here, but you can always see what went and who removed it.

If you cannot see Cancel invoice or Delete

They are separate permissions from raising a bill, because both of them move money or remove a record. If either is missing from the menu, ask an admin.

Cancel invoice is also hidden on a draft, which has nothing to cancel yet.