Help!!! How to cancel some invoices.

[daniel1ova]

I've already entered invoices into Sage but a month later some off them were canceled and replaced with new ones. Can I just delete them??? Or is there another way how to do it so it won't be showing the o/s amounts.

Thank you

[brucedenney]

You should not "cancel and replaced with new ones" because it opens up the system to things like VAT fraud if you have issued 2 invoices with different values, so you just should not do this unless you want to spend a lot of time with HM Revenue and Customs. What you should do is to raise credit notes to cancel the invoices and then raise new invoices.

However, if the invoice has not been sent to the client and has not been updated to the ledgers you can still alter it. It is because things change that there is this system, you should only update invoices to the ledgers when they have been checked and have been sent out. Once sent out, invoice should not be altered, they should be credited and re-invoiced. This leaves a clear trail of paperwork.

If you have updated to the ledgers but not sent the invoice out, then you could, assuming you are on a recent version of Line 50, "alter" the invoice.

1/ Remove the invoice from the financial part of sage by using error corrections in File>Maintenence to delete the invoice (easy way to find it in there, is to note the audit trail number from the customer activity screen).

2/ In the invoicing module, delete the invoice

3/ In the invoice module recreate the invoice, but type the old invoice number into the invoice number box so as to force Sage to give it that number.

Hope this helps