Deleting, voiding or editing an issued document originally depends on whether it was delivered to your customer and if they have recorded it in their books or not.
Scenario #1: The document was delivered to your client
If the client has already recorded the document in their books, the correct procedure is to issue them a credit note, of the same value, which you will send to them as well. Next, you need to pay-off the credit note by choosing "Apply credit", so as to correlate the two documents, even out you cash flow and the customer's balance.
If the document was delivered but not paid (in an "Issued" state), then you can cancel it and issue a new one, since your client agrees and has not entered the first one in their books.
From the document's preview page select the (...) icon. The "Void" option is available when the document is in an "Issued" state.
When you click on the "Void" option a warning will be displayed, as shown in the image below:
Press "Yes, I'm sure" to proceed and Elorus will void the invoice immediately.
Notice that, after voiding the invoice, the "Edit", "Export PDF" and "Email" options are now inactive. Furthermore, the void action means that the void document's number cannot be used for another document of the same document type. Hence, the numbering will continue normally from the next number on.
Important: Void documents remain in the system for future reference, but are not involved in Elorus reports.
Scenario #2: The document wasn't delivered to your customer
If you haven't delivered it to the customer, you can delete, void or edit to correct it, provided that it's not paid-off.
General rule is that to delete or edit a document it should not be linked to cash entries (receipts or payments) or other documents (eg credit notes).
So if you have made the payment in Elorus, you will need to delete the related cash payment from the document display page by pressing the (X) next to the pdf of the receipt. Also, if the document associated with other documents, they should be deleted as well, following the procedure described below.
Edit / Deletion process
If the document is in an "Issued" state you need to click "Edit" and restore it into a draft.
At this point you choose whether to proceed with corrections and reissue or permanent delete the document. If you want to delete it, at the bottom of the screen there is an option to "Delete" and pressing it the invoice will be deleted from the system.
Note that this action can not be undone. For more information about deleting records in the application, see the related article.
The difference between voiding and deleting is that in the first situation the record will no longer exist in the electronic database of the application, while the in the second one the record remains, but its number can't be used again.
- Before permanently deleting a document, make sure that this action does not violate the serial numbering rules. You run the risk of creating "gaps" in your numbering that you may not be able to fix afterwards.
- If the "Force serial numbering" option is activated in your account, Elorus will not allow you to edit issued documents. Therefore, either you're going to temporarily deactivate it to edit/delete a document or, you're going to issue a credit note to reverse a charge. Also, you can always void the document and move on to issuing a new one.
- You can mark as issued a void document, provided that you used the void option by mistake, by selecting the relevant option from me (...) icon.