Fixing mistakes
How you fix a mistake on an invoice depends on whether you have issued it yet, and on how much of it is wrong. Use this page to pick the right correction.
How it works
Section titled “How it works”- Edit or delete a draft. A draft has only a proforma number, so changing or deleting it leaves no trace on the customer’s records.
- Void an issued invoice when none of it should stand. easySales raises a credit note for the whole invoice, dated the day you void, and the invoice becomes Cancelled. Voiding is not available while the invoice has payments or credit notes on it; remove or reverse those first.
- Issue a credit note when part of an issued invoice is wrong — goods returned, a price agreed lower, an item charged twice. The credit note reduces what the invoice owes and keeps its own number.
- Record a refund when money has to go back to the customer: from a credit note’s remaining credit, or from money a receipt left unapplied.
Issued invoices are corrected with a separate, numbered document rather than changed in place, so the customer’s copy, your copy and the customer’s statement always agree.
Example
Section titled “Example”On 20 August you issued INV-11001 to Harbour Café for SGD 1,000.00 plus GST of SGD 90.00: SGD 1,090.00. On 22 September you find it was raised for the wrong customer, and nothing has been paid. Here is how to void it and what you will see.
- Open INV-11001 and select Void in the ··· menu.
- Read the confirmation and select Void invoice.
easySales issues a credit note for SGD 1,090.00, dated 22 September, with the reason Reversal, and applies all of it to INV-11001. The invoice shows Cancelled and keeps its number and lines. On Harbour Café’s statement, INV-11001 stays in August and the credit note appears on 22 September; from that day the two cancel each other out, and statements you already sent for August do not change.
If the café had already paid SGD 500.00, Void would be unavailable and would say why. Remove that payment first, then void the invoice.
Good to know
Section titled “Good to know”- Voiding and cancelling a credit note cannot be undone.
- The credit note a void raises is locked to its invoice: it cannot be applied elsewhere or refunded.
- A credit note can be as large as the invoice’s own total, less any credit notes already issued against it — even on an invoice that is already paid.
- A refund cannot be more than the invoice behind the credit note actually received.
- Delete: Remove a draft that was never issued.
- Void: Cancel an issued invoice; a full credit note is raised against it automatically.
- Credit note: A numbered document that reduces one issued invoice, in full or in part.
- Refund: Money paid back to the customer, from a credit note’s or a receipt’s leftover balance.
Common misunderstandings
Section titled “Common misunderstandings”- Voiding is not deleting, and a draft cannot be voided — delete it instead.
- After voiding, you do not raise a credit note yourself. easySales raises it for you.
- A credit note does not send money back by itself. Record a refund for that.
- A refund does not change what the invoice charged. Use a credit note for that.
Where to find it
Section titled “Where to find it”Void is in the ··· menu of an issued invoice. Credit notes are created on the invoice’s Credit notes tab. See Void an invoice and Credit notes for the steps.