Manage invoices
Cancel an invoice or a line already posted to the accounts
When you export your accounts, the exported lines are marked as posted: they are locked so that invoicing and accounting stay in agreement. An invoice containing a posted line can therefore no longer be cancelled, and that line can no longer be edited or deleted. There are two ways to correct this.
Which one to choose? If the financial year is not yet closed, use method 1 (cancel the posting). If the year is already closed, or the invoice has already been imported into your accounting software and you do not want to change it there, use method 2 (correcting entry to bad debt losses).
Method 1: cancel the posting of the lines
- In Invoices → Manage invoices, choose the group, then click the pencil at the end of the invoice row.
- In Invoice lines, a posted line shows an open padlock at the end of the line. Click this padlock (Cancel accounting posting), enter a reason if you wish, then confirm. The line can be edited again. Do the same for each posted line of the invoice.
- To cancel the whole invoice: go back to the group list, click the bin at the end of the invoice row, then confirm.
- To remove a single line: click the bin at the end of that line. A membership fee line has no bin: set its amount to 0.00.
Cancelling the posting is recorded in the invoice file (description, amount, reason and author). The line will be included in the next accounting export: if it had already been imported into your accounting software, correct it there too.
Method 2: a correcting entry to bad debt losses
The invoice keeps its posted lines. You add a negative line that brings its balance back to zero: in the next export, this line is posted as a debit to the bad debt losses account and a credit to debtors.
- Once only: create a "Bad debt losses" item in Parameter → Manage invoicing (button Add an item), setting the Account number to the bad debt losses account from your chart of accounts.
- Open the invoice (pencil). In the section Add an item to the invoice, choose the person, the "Bad debt losses" item, a quantity of 1 and a negative price: the invoice amount to cancel it entirely, or just the line amount to remove only that line. Set the description, for example "Cancellation membership fee 2025", then click Add an item to the invoice.
- The invoice balance is reduced accordingly: once fully cancelled, it is no longer due and leaves the open invoices and reminders.
For other corrections to an invoice, see the article Edit and delete invoices.
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