Change or void an invoice

An invoice can be changed until a payment is recorded on it. An invoice raised by mistake is voided rather than deleted: it keeps its number and stays on record, but nothing is owed on it.

Before you start

• You need to be able to raise invoices. The Administrator, Head Coach, Casual Staff and Treasurer roles can by default.
• Check Payments on the invoice. Once anything is paid, the invoice can no longer be changed or voided.

Change an invoice

1. Open Club › > Invoices › > All invoices and find the invoice.
2. Press its row to open the side panel.
3. Press Edit. It is there for a draft or an issued invoice with nothing paid.
4. Change the lines, the Issue date, the Due date or the Notes on the invoice, as when you raised it. Who it is billed to cannot be changed: void it and raise a new one instead.
5. Press Issue invoice to keep it issued, or Save as draft to take it back to a draft. Cancel leaves it as it was.

The line totals, the GST and the total are worked out again when you save. A member sees the changed invoice straight away.

Issue a draft

Open the draft and press Issue. A message says Invoice issued. It is owed from then on, and the member sees it.

Void an invoice

1. Open the invoice's side panel.
2. Press Void. It is there only while nothing has been paid.
3. Sports Club OS asks, for example, Void INV-05116? It stays on record but is no longer owed. Press OK.

A message says Invoice voided. The invoice shows Void, and on its timeline Voided with when and by whom.

What voiding does

• Nothing is owed. The invoice leaves Unpaid invoices and the amounts owed on the Invoices page.
• It is not a sale. It drops out of the income figures worked out from invoices, including a BAS worked out on the accrual basis. If its period was already marked lodged, the next BAS worksheet lists the difference.
• It cannot be undone. Raise a new invoice if it was voided by mistake.
• A voided renewal invoice is not raised again automatically. It can be raised again from the Renewals page.

If something goes wrong

• There is no Edit or Void button. Something has been paid on the invoice, or it is already paid or voided.
• "This invoice can no longer be edited." Someone recorded a payment or voided it while you had it open. Reload the page.
• "An invoice with payments recorded cannot be voided." A payment was recorded on it. A payment cannot be taken back off an invoice.