Sometimes mistakes are made during invoicing and you have to send a new invoice.
For example when the amount is wrong or you have chosen a wrong debtor.
How can this be solved?
The status of the wrong invoice is important for the action you need to take.
Below an overview of the different situations.
When the invoice isn't sent yet and therefore has the invoicestatus Mutation, the invoice can still be edited.
The invoice doesn't have a lock in front of it.
When there is an error in the invoice at this point you can simply delete the invoice by pressing the black cross in the top of the screen or selecting the invoice and pressing Shift+Delete.
The invoice is deleted and the invoice number will be reused for the next invoice.
When the process action (printer icon in the toolbar) has been executed, the invoice gets the status Printed.
When the invoice has been sent to the debtor, we advise not to delete the invoice. It is good practice to send a credit note.
This way the debtor knows this invoice doesn't have to be paid.
How to send a credit note can be found in this article:
When the debtor doesn't know about the invoice (for example because it is send by mail) and a mistake is found before the invoice is sent, the invoice can be deleted in Transpas.
You will have to unlock the invoice.
In the toolbar, choose the open lock (Unlock invoice). The invoicestatus will change to Mutation.
When the invoice has been booked into the financial system we advise to create a credit note and leave the original invoice in Transpas.
It is possible to reset the invoice and sent it to the financial system a second time.
When the invoice has the status Booked, the action Unlock invoice doesn't work any more. In this case open the action menu (yellow lightning bolt) and choose the action Reset status of booked invoice.
The invoicestatus is then set back to Printed.
The invoice will not be removed from the financial system.
Remove this invoice manually from the financial system, otherwise the invoice can't be transferred again.
When the debtor of the invoice isn't correct you can adjust this without problems when this concerns a manual invoice. You press the space bar after selecting the field Debtor. A pop-up screen will open where you can choose the debtor. Make a choice and press OK.
On a collected invoice the following message will appear:
Debtor can not be modified
There are already invoice items collected
On a collected invoice the debtor is the customer that is filled in on the bookings or shipments that are on the invoice. Therefore this can't be changed on the invoice: it must be changed on the booking or the shipment.
In that case the invoice has to be removed first. After that the customer on the dossier can be changed and the invoice can be collected again.
When collecting invoiced the same currency is used on the invoice as the one that is used on the booking / shipments.
When you manually create an invoice, only bookings/shipments can be added that are in the same currency.
When shipments or lines have been added to an invoice, it is no longer possible to change the currency.
It can happen that an invoice or order has been created with the wrong currency selected.
As long as a booking/shipment isn't collected on an invoice, the currency can be changed.
When possible, delete the invoice, adjust the currency on the order and collect this order on an invoice again.
Has the invoice been sent or should the invoice not be deleted? Then create a credit note.
You can then create a debit note and set the right currency.
In the article on credit notes you can read more: