Help/Invoicing/Credit notes and cancelling
Credit notes and cancelling
Once your customer has an invoice, it is a record, so it is not simply rewritten. A credit note takes money off it, and cancelling closes an invoice that should never have gone out.
Screenshots use a fictional business and figures. Select an image to view it full size.
Which one do I need?
| What happened | What to do |
|---|---|
| A typo in the wording, the address or a date | Edit it. Their link shows the new version. |
| Nothing paid yet, and the price changed | Edit it, or issue a credit note. |
| Something was returned, or you agreed a discount, after they had it | Issue a credit note. |
| It was raised by mistake and nothing was paid | Cancel it. |
| A draft, or one nobody has seen, with nothing paid | Delete it. |
Issue a credit note
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Open the invoice, press More and Issue a credit note. Fill in the Amount to credit with GST included, the Date, and Why. The customer reads the reason, so make it clear.
The line underneath says what they will owe afterwards. Leave Email it to them ticked to send it, then press Issue credit note.
One bouquet came back damaged: S$109 off, GST included. -
The credit note gets its own number, such as CN-0007, and shows in the Credit notes card on the invoice. Your customer gets their own page for it, linked to the invoice.
The credit comes off what is owed.
If they already paid, you owe them the difference. The screen tells you how much. SME AI Office records the credit; sending the money back is up to you.
Your books follow. The credit comes off your revenue on its own date, and if you are GST-registered it reduces the GST you owe for that quarter. Last month is never rewritten.
Cancel an invoice
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Open it, press More and Cancel this invoice. Type Why, for example “Raised by mistake, replaced by INV-0143”. It stays on the record and your customer sees it. Press Cancel invoice.
The number stays used, and the reason stays on the record. The invoice is marked Cancelled, nothing is owed on it, and it comes out of your P&L. Their link says it has been cancelled.
An invoice with money paid or credited on it cannot be cancelled. Use a credit note. A draft, or an invoice nobody has seen with nothing paid, can be removed with More and Delete.
Questions
Can I undo a credit note?
Yes. Press Cancel beside it in the Credit notes card. The credit comes off and what they owe goes back up.
Does a deleted invoice give me back its number?
No. Numbers run in order, and a deleted one is not reused.
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